Integration and Set-up
When first signing up to Purchase Inbox, it asks you about which partner you’d like to integrate with. If you miss that step, then don’t worry, you can always go to “Settings” > “Integrations” and pick “Xero”.
For Xero you need to connect Purchase Inbox with your Xero app. The process is quite straightforward and you only have to do this once. Click “Settings” > “Integrations”, choose “Xero” and click “Connect”.
After you have done the setup, remember: once the document is created and confirmed (depending if you use invoice approval or not) the purchase invoice will be synchronised to Xero instantly.
What information will be synchronised to Purchase Inbox?
You can see all your Xero accounts, suppliers, VAT-rates and articles in Purchase Inbox. Previous purchase and sales history will not be synchronised.
How does the process look like?
Purchase Inbox has invoice approving feature. This provides that unapproved invoices will not be sent out. Using this feature is optional.
If you don’t want to use this feature, go to “Settings” > “Configuration” and uncheck the “Use Invoice Approval” box. That means invoices will be sent out without further approval.
If you want to use this feature, go to “Settings” > “Configuration” and check the “Use Invoice Approval” box. Now you are using the invoice approval feature. Also, choose people who have to approve invoices that you are going to send out and choose a person who definitely has to approve them (it could be the CEO of your company, chief accountant, etc..). You can choose them in “Configuration menu”. When one of the approvers has rejected the invoice, it will not be sent out and the status of this invoice will be unapproved. When you still want to approve this invoice, then the person, who rejected it, must approve it.
Personal email address
Purchase Inbox will give you a unique email address, where all your customers and suppliers can send invoices. Also, you can use this email to send files and documents to yourself. That helps you to manage your invoicing and all your documents will be in one place– this provides that files and data won’t get lost!
Go to “Settings” > “Configuration” to see your personal email address. You can create your own alias for that email and it will look like this: Youralias@app.purchaseinbox.com
Creating an invoice in Purchase Inbox
All documents sent to your “email@example.com” address, will arrive to your purchase inbox. Sent files will have status “Pending”- that means that it is not an invoice yet, it is still a file. When you create an invoice from it, it will have a status “Confirmed”. When you open the sent email, on the left side you will see the details of this email and on the right side an attachment itself in PDF format.
There are two buttons: “Create Invoice” and “Find and Add Invoice“. When you have already created an invoice and you want to add the attachment there, then click on “Find and Add Invoice”. If you want to make a new invoice, then click on “Create invoice“. When you are creating a new invoice, Purchase Inbox will use PDF Invoice Capture feature to take the information from attachment and create an invoice with that information. It will read out information like date, invoice number, customer name, the total price amount, quantity, article, supplier name, tax-rate, etc. If your created invoice contains all the information needed, click on “Save” and send it to Xero.
Make your own integrations
Customers have an opportunity to make their own integrations. If you have your own software and you want to integrate it with Purchase Inbox, then we offer white label solutions. Also, you can make integrations through API or contact us and we can make integrations for you. Contact us via email: firstname.lastname@example.org