Help centre · Supplier documents & bills

Supplier bills and Xero

The Supplier bills tab turns the supplier invoices Stockpace has read into draft bills in Xero, matched to your purchase orders, so nobody has to type them in.

Xero is part of the Growth and Pro plans. On Starter you can still see the Supplier bills list as a dry run of what would be sent. See Plans and billing.

Connect Xero

1. Open Settings and scroll to the Xero card.
2. Press Connect to Xero. Xero opens in a new window.
3. Sign in, tick your organisation and press Allow access.
4. Come back and press Check connection. The card shows Connected to … and the accounts and theme Stockpace will use.

If you have more than one Xero organisation, choose the right one in the drop-down. Use Connect again if Xero reports the connection is no longer valid. Disconnect removes the connection; anything already in Xero stays there.

Then set:

Press Save Xero settings.

The Supplier bills tab

The box at the top shows:

• Where bills come from — mailbox, forwarding address, Dropbox folder, files added by hand, and how many documents have been read. Press Connect sources — Settings → Supplier documents to set them up. See Supplier documents.
• Accounting system — Xero, and whether it is connected. If you use another system (QuickBooks Online, Sage Accounting, FreeAgent, Zoho Books or another), choose it and press Request this to tell us you need it.
• How it works — the steps in short.

The bills list

Each supplier invoice gets a state:

Use the tiles and the To do, All, Not imported and Sent to Xero – history buttons to filter, and Search brand, invoice no., PO… to find one. Columns: State, Supplier, Bill number / Reference, Invoice date, Due date, Net, VAT, Total, Lines, Xero contact and What to do.

If Xero is not connected, a Dry run banner shows: you can see what each bill would contain, but nothing can be sent.

Fix a bill

Click a bill to open it:

• PO number — the PO the invoice belongs to. Type it if it was not found. If no PO was ever raised (for example a new brand invoiced straight away), you can create the PO from the invoice.
• Xero contact — search your Xero contacts and pick the supplier. You only do this once per supplier. If the supplier is not in Xero, type a name (and optional email) to create the contact there.
• Draft bill — the lines as they will go to Xero: description, item, account, quantity, unit price and net. For a line with no Xero item, link it to a Xero item, or create the missing items. Linking the supplier line to its Shopify product in Costs and RRP helps Stockpace find the right item.
• Due date — corrected on the Payments page.

Send bills to Xero

1. Tick the bills marked Ready (or tick all ready ones in the header).
2. Press Create N Draft bills in Xero and confirm.

Each bill is created as a Draft, with the bill number and reference PO/INVOICE. Product lines go to your inventory account; shipping and other charges that are not itemised go on one line to the other account, so the bill equals the invoice. Invoices in another currency are created in that currency at Xero's rate. The invoice PDF is attached to the bill within a few minutes.

Other buttons:

• Re-read Xero bills — reads your Xero bills again now.
• Add older invoice… — adds an invoice dated before the list starts.
• Check Dropbox folder now — reads your connected Dropbox folder without waiting for the hourly check.
• Automatic import (hourly) — when ticked, every hour Stockpace creates Draft bills for invoices that are Ready (certain PO, due date known, not in Xero yet). Stockpace asks you to confirm before switching it on.

To remove a draft Stockpace created, open the bill and delete it. This only works while the bill is still a Draft in Xero.

From purchase orders

• Send invoices to Xero (N POs)… — in the purchase orders list, tick POs and press this button. Stockpace previews the invoice linked to each PO; Ready ones become Draft bills and the rest are skipped, so you can fix them in Supplier bills.
• Send invoice to Xero — on a PO whose supplier invoice is linked, sends that invoice as a Draft bill. Once sent, the button shows the bill's status in Xero.
• Xero items… — on a PO, lists its products and whether each exists as a Xero item. Create the missing ones there.
• Xero Sync — in the purchase orders list, sends POs made in Stockpace to Xero as Draft purchase orders. POs not in Xero yet, or changed since the last sync, are ticked. Read statuses from Xero updates the Xero column.
• Invoice in Xero column — shows the Xero bill for each PO (Not in Xero, Draft in Xero, Awaiting approval, Approved, Paid). Click it to open the bill in Xero.

What Stockpace reads and creates in Xero

Stockpace reads your contacts, accounts, items, tax rates, bills and bill payments.

It creates, only when you press a button or switch on automatic import:

• Draft bills, with the invoice PDF attached;
• Draft purchase orders (Xero Sync);
• contacts and items you ask it to create.

What Stockpace never does in Xero

• It never approves, pays or voids a bill.
• It never creates the same bill twice: it checks Xero first and skips invoices already there.
• It never changes a purchase order that is already approved or billed in Xero.
• It never deletes anything, except a Draft bill it created, when you delete it from Stockpace.
• The Payments page only reads payments from Xero; marking an invoice paid in Stockpace does not change Xero.

Still stuck? Email support@stockpace.app — we reply within one working day.