[Guide] Setting up Bill Pay Software to Sync with Xero
Managing vendor expenses across systems and platforms can create extra work for finance teams. You’re entering bills in one place, tracking approvals in another, and reconciling everything somewhere else. That’s why bill pay that integrates with a platform like Xero helps to automate these steps, including duplicate data entry and keeping account records up to date.
For Canadian businesses, the right platform does even more than just a sync between Xero (or other accounting software) and your bill pay software. You can find platforms like Float that bring invoice management, payment approvals and vendor payments together in one place with a direct Xero integration. Here’s a look at which bill play platforms sync with Xero, how to choose the right one and tips for setting up your integration to sync.
Key takeaways
- A sync between your bill pay and Xero system does more than save you from double entry. This connection minimizes duplicate data entry, helps keep your accounting records current and reduces manual tasks that bog down finance teams during reconciliation
- Not every integration is equal. You have to compare what actually syncs. Look at which information moves between systems (bills, vendors, payments), whether you can initiate payments directly from the platform, and which payment methods and currencies, such as CAD and USD, are supported.
- Setup follows a clear path. Connect Xero, map your accounting information, configure approvals and payment methods, then test with a single bill before moving your whole AP process over.
Which bill pay platforms sync with Xero?
There are several options that integrate with Xero to help businesses manage invoices, approvals and vendor payments. However, the other pieces of the picture vary by option. Some offer more end-to-end bill-payment automation, while others focus more on invoice or financial controls. The right option depends on your business needs.
Here are different solutions, all that sync with Xero, worth comparing.
When comparing platforms, consider more than whether they offer a Xero integration. Look at what information syncs between systems, whether you can initiate payments directly from the platform, and how much reconciliation work remains for your finance team.
For Canadian businesses, also check which payment methods and currencies are supported. A platform that handles both CAD and USD payments can make managing domestic and international vendors easier.
Try Float for free
Business finance tools and software made by Canadians, for Canadian businesses.
How to set up bill pay software with Xero
While the exact setup process varies by provider, most bill pay integrations follow a similar process. Before connecting your accounts, it's helpful to understand how information will move between the two systems.
Here are five steps to get started.
1. Connect your Xero account
Start by navigating to the integrations or accounting settings in your bill pay platform. Select Xero and follow the prompts to authorize the connection.
You'll typically need administrator access to both platforms to complete this step.
2. Map your accounting information
Your bill pay platform needs to know where to send financial information in Xero. This usually involves mapping your chart of accounts, vendors, tax codes, and other relevant accounting details.
Make sure you select the correct accounts, especially those used to track outstanding bills and completed payments.
3. Configure approval workflows
Decide who can submit, review, and approve vendor invoices. You can often set approval rules based on payment amounts, departments, or specific approvers.
These rules help prevent unauthorized payments and give your finance team better control over outgoing cash.
4. Configure payment methods
Choose how you'll pay vendors. Depending on your provider, options may include EFT, ACH, wire transfers, or cheques.
If you work with international suppliers, check whether your platform supports the currencies and payment methods you need.
5. Test the integration
Before moving your entire AP process over, test the connection with a bill. Check that vendor details, amounts, tax information, and payment statuses appear correctly in Xero.
This is also a good opportunity to confirm that completed payments are being recorded in the right accounts.
Simplify bill payments and reconciliation with Float
Connecting your bill pay software to Xero can reduce manual data entry, improve payment visibility, and make reconciliation easier for your finance team.
Float brings invoice management, approval workflows, and CAD and USD vendor payments together in one platform. With its Xero integration, businesses can spend less time moving information between systems and more time managing their finances.
Explore Float Payments to see how you can simplify your accounts payable process.
