Xero
Cosmic Bills for Xero
Connect a Xero organisation, upload your supplier bills, check the extracted line items, and post them straight into Xero as draft, awaiting approval, or approved.
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Choose the region your Xero account is in
Xero accounts are region-specific, so Cosmic Bills has a separate application for each. Signing in takes you to the Cosmic Bills application, which is a separate system from this website.
United Kingdom
United States
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Setup
Connecting Cosmic Bills to Xero
Four steps. The first bill you upload should be a test, not a batch.
Step 1. Create a Cosmic Bills account
Register for a free trial and choose the region your Xero organisation is in.
Step 2. Authorise Cosmic Bills in Xero
You are sent to Xero to sign in. Choose the organisation you want to connect and select Allow access. If the organisation list will not let you pick one, choose none, select Continue with organisations, and pick it on the next screen.
Step 3. Upload a test bill
Upload a single invoice file and check how it lands in Xero before you process a full bill run.
Step 4. Map suppliers and products
Optional, but recommended. Map a supplier to the expense account it should code to, and map product codes on your bills to the right ledger accounts. Every supplier starts on Cost of Goods Sold until you change it.
Exports
What lands in Xero
Approved bills carry their detail across, along with the document they came from.
- Bills with full line-item detail
- The original PDF, attached to the bill in Xero
- Credit notes, detected automatically and exported as credit notes
- New suppliers extracted from your invoices
- New product codes, once you have entered them in Cosmic Bills
Screenshot needed: A bill created by Cosmic Bills in Xero
Shows the posted bill with its line detail and the original PDF attached. Use demo data only.
Specific to Xero
How Cosmic Bills fits Xero
Choose how bills arrive in Xero
Post bills as Draft, Awaiting Approval, or Approved, depending on how your team reviews payables.
Account codes from your own mapping
Account codes are taken from the supplier and chart-of-accounts mapping you set in Cosmic Bills, using the codes read from your Xero organisation.
Credit notes handled separately
Cosmic Bills detects credit notes and exports them to Xero as credit notes rather than bills.
Disconnect and reconnect
If you connect the wrong Xero organisation, disconnect from within Cosmic Bills and reconnect to the correct one.
Capabilities
Everything available with Xero
Line-item extraction
Bills are read in full, not just the total. Every line comes across with its description, quantity, unit price and tax, however many there are.
Supplier mapping
Map each supplier to the expense account it should code to. Every supplier starts on Cost of Goods Sold until you change it, and the mapping is applied on every future bill from that supplier.
Account coding
Account codes come from the chart of accounts in your own accounting system, read through the connection you authorised.
Product mapping
Map recurring product codes on your bills to the ledger accounts they belong to, so mixed invoices split correctly instead of landing on one line.
Side-by-side document review
Open the original PDF next to the extracted data before anything is posted, so you can check what was read against what was on the page.
Bulk line editing and splitting
Edit, delete and add lines on one screen. Split a single line into several so one cost can be shared across cost centres.
Approvals before posting
Select which bills to approve and post. Nothing reaches your ledger until someone approves it.
Choose how bills land
Post to Xero as Draft, Awaiting Approval, or Approved, to match how your team already reviews payables.
Credit note detection
Credit notes are detected and exported as credit notes rather than bills. If one is classified wrongly, support will correct it.
Duplicate handling
Duplicated bills are surfaced during review so the same invoice is not posted twice.
Original file attached
The source PDF is attached to the bill in your accounting system, so the evidence stays with the transaction.
Scan history
Everything you have processed stays searchable, so you can find a bill you uploaded months ago without going back to the ledger.
Upload and walk away
You do not have to sit and watch a batch process. Upload, sign out, and Cosmic Bills emails you when the bills are ready to approve — or once they have been posted, if you choose that option.
Get your Xero bills posting themselves
Start on the free plan and process a real bill run before you decide.