Bills and payment information status sync from Airwallex to Xero when the following events happen.
| Event in Airwallex | Bill status in Airwallex | Bill status in Xero |
| Bill is fully approved in Airwallex | Bill status transitions from "In approval" or "Pending your approval" to “Awaiting payment”. |
Bill will be created in Xero with the status "Awaiting payment". All bill details, including the attached invoice, will be populated in the synced bill in Xero. Note: Bills that have not yet been approved are not synced to Xero. Note: Bills that are imported into Airwallex from Xero are imported as “Awaiting payment” and do not need to be approved. |
| A transfer is initiated for a bill (fully covering the outstanding bill amount). | Bill status in Airwallex transitions from “Awaiting payment” to “Payment in progress” | Bill status in Xero remains as “Awaiting payment”. You do not need to manually mark the bill as paid in Xero as it will update automatically once the bill is fully paid. |
| A partial transfer is initiated for a bill (partially covering the outstanding bill amount). | Bill status in Airwallex remains as “Awaiting payment”, because there is still an outstanding amount remaining. | |
| A partial transfer is completed for a bill (partially covering the outstanding bill amount). | Bill status in Airwallex remains as “Awaiting payment”, because there is still an outstanding amount remaining. | |
| A transfer is completed, and fully covers the outstanding bill amount. | Bill status transitions from “Payment in progress” to “Paid” | Bill status in Xero transitions from “Awaiting payment” to “Paid” automatically. You do not need to manually mark the bill as paid. |
Bill details will be synced to Xero following this mapping.
| Bill detail in Airwallex | Syncs to Xero as |
| Bill description | Description |
| Vendor | Contact. If an existing Xero contact is selected in the Vendor field, the bill will be synced to Xero under the selected Xero contact. If a new value is entered that does not yet exist in Xero as a contact, a new contact will be created in Xero when the bill syncs to Xero. |
| Invoice date | Date |
| Due date | Due Date |
| Invoice number | Reference |
| Currency | Currency. If the bill is in a different currency than the default in Xero, the conversion rate will be based on Xero. |
| Tax inclusive/exclusive | Amounts are Tax Inclusive / Exclusive |
| Line item description | Line item description |
| Line item quantity | Line item quantity |
| Line item price | Line item unit price |
| Line item category | Line item account |
| Line item tax | Line item tax rate |
| Tracking categories | Corresponding Xero tracking categories such as location, department (line item) |
| Subtotals and totals | The selected bill currency and tax inclusive vs exclusive selector are used to calculate the bill subtotals and totals. |
| Comments | History & Notes section as a Note |
| Invoice attachments | Attached to the Xero bill as a file |
Bill in Airwallex
Bill in Xero