Reconcile Xero bills and invoices with your jobs

The Xero queue is where you finish the links that automation cannot prove. It keeps supplier bills out of revenue, brings mapped bill costs onto the right job, and points out an invoice line that has no matching cost yet.

Before you start

• Xero live sync must be connected and the Invoices direction must include Xero → ONYX1.
• Only an owner or admin can open Approvals → Xero invoices, change account mappings, or resolve queue items.
• If Settings → Xero shows Reconnect Xero to allow bills, select Reconnect Xero before reviewing bills.

Choose the Xero accounts that count as job costs

1. Open Settings → Xero.
2. In Xero account mapping, review the cached expense and revenue account codes. ONYX1 guesses Job cost from names such as hire, equipment, materials, subcontract, freight and consumables.
3. Turn each Job cost switch On for accounts that should contribute to a job, and Off for accounts that should not.
4. Select Refresh accounts when the Xero chart of accounts changes. The list is read-only from Xero; your switches stay with the tenant.

The mapping affects supplier-bill costs and the reconciliation check on issued or paid invoices. A supplier bill is never treated as sales revenue. Values are compared ex GST.

Review bills that need a job

ONYX1 allocates a bill only when one job is certain from the bill reference or line description, a Xero tracking option, or the number of an ONYX1 purchase order raised for that job. It does not guess from an amount or from a broad supplier match. Conflicting or incomplete evidence stays in the queue as Bill needs a job.

1. Open Approvals → Xero invoices.
2. On a Bill needs a job item, review the supplier, reference, account code and ex GST amount.
3. Select Match to job when a suggested job is correct. Select Overhead (not job cost) for a business cost that should not be assigned to a job, or Not for a job and give a reason.

Fix a job reconciliation gap

For each linked job, ONYX1 compares the mapped account-code types on issued and paid invoice lines with recorded ONYX1 expenses, materials, purchase costs and linked supplier-bill costs. One open item is created per job even if several lines contribute to the gap.

1. Open the Job not reconciled item in Approvals → Xero invoices.
2. Select Link bill if the suggested supplier bill is the missing cost.
3. Otherwise, use Add cost. The invoice-line description and missing ex GST amount are already filled in; add the supplier if you know it.
4. If the invoice line is not a cost for this job, select Not a cost for this job and give the reason.

When the recorded cost covers the gap, the item leaves the open queue. The fix is written to the activity history. Job cost totals are visible to the business roles that can see costing; profit remains restricted to the owner view.

If something goes wrong

• No supplier bills appear: check the inbound Invoices direction and reconnect if the account-list permission prompt is shown.
• A bill was not allocated: inspect the reference, line descriptions, tracking option and ONYX1 purchase-order number. If they do not identify one job, use the queue action instead of forcing an automatic match.
• The same gap returns: check that the cost uses the mapped account category and that the amount was recorded ex GST. A different invoice line or a changed account mapping can open a new gap.