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Generate a Xero Invoice from a Claim

This guide provides a straightforward process for generating an invoice in Xero from a PayLab claim, making it essential for users who need to streamline their invoicing workflow. By following the detailed steps, users can efficiently manage their claims and ensure accurate invoicing, saving time and reducing errors. Whether you're new to Xero or looking to enhance your invoicing process, this guide offers valuable insights to simplify your financial management tasks.

Before you get started make sure you have first connected you Xero account to your PayLab Subscription. For help please see the How to Guide here.

 

Video Tutorial

 

Step 1: To get started Click "Make A Claim" and complete the normal claims process in PayLab.

Step 1. Make a Claim

Step 2: Enter the amount you are claiming.

Step 3. Enter Claim Amount

Step 3: Once you are satisfied with the claim details entered, click "Review" and send for approval

Step 4. Review Claim

Note: If your workflow includes a multi-step approval process, and you are both the claim creator and approver, your claim will advance directly to the Issue stage, bypassing the standard approval step.

Step 4: Claim Approver "Issues" final approval.

Step 5. Issue Final Approval

Step 5: Now click on "Generate An Invoice"

Step 6 Generate Invoice

Tip: If the "Generate An Invoice" button is not visible, it is likely because you selected "PayLab will automatically generate the invoice" in the Xero Settings during your integration setup. To update this, navigate to Manage Account in PayLab, select "Manage" under the Xero Integrations section, and adjust the Generate Invoice setting to "Press a button to generate an invoice."

Step 6: If you want to review the invoice in Xero before sending click the "Xero" tab to go to Xero Invoicing from where you can make changes or send from within Xero. Alternately you can download the invoice directly from PayLab by clicking the cloud icon on the right-hand side of the of the screen to either download or view in a new browser tab. 

Step 7 Alternate Xero Tab and Download cloaud icon

 

Note: Occasionally, you may already have one or more invoices that need to be linked to a claim before sending the claim and associated invoices. Ensure that the invoice amounts align with the claim total—if there is any discrepancy, PayLab will notify you that the invoice and claim totals do not match. However, you will still have the option to proceed with sending.

Tip: PayLab also provides the capability to attach the invoice directly to the claim and issue both documents from within the platform. This process is detailed in Step 8.

Step 7: To issue the claim and include the invoice from within PayLab, navigate to the Send Claim section, select the checkbox next to the invoice, and then choose whether to attach a downloadable link or a PDF to the claim email.

Step 8 alternate Issueing claim with Xero Invoice attached from paylab