Xero Client Chasing Software: Automate Missing Receipt Requests

1. 1

   Detection: the ledger tells you what is missing

   The list of undocumented transactions should come out of Xero, not out of your memory or a manual scan. This is the stage most tools skip entirely, and it is the one that decides whether the rest is accurate. A request built from a real transaction list is complete; one built from “send me anything you have for June” is a guess.

2. 2

   Exact requests: name the transaction, not the month

   Each line the client sees should carry the date, amount, supplier or payee, and bank account. That is the difference between a client who recognises the charge instantly and one who has to open their own banking app to work out what you are asking about. It is also what makes a partial reply useful: you know exactly which four of the eleven items are still open.

3. 3

   No-login upload: one link, one action

   Every account a client has to create is a place the request can die. A scoped, expiring link that opens straight onto their list — no password, no app — removes the single largest source of drop-off. It has to be genuinely scoped rather than merely unguessable; see the guide to secure no-login upload for the controls that distinguish the two.

4. 4

   Automatic reminders on a cadence you set

   Chasing fails when it depends on somebody at the firm remembering to chase. Reminders should fire on a schedule, stop when the item arrives, and escalate in tone rather than repeat the same message. They should also consolidate: one message covering a client’s open items, not one per item.

5. 5

   Review before anything is accepted

   Clients send the wrong month, the delivery note instead of the invoice, and a photograph of a receipt with the total cut off. A review step where you approve, reject with a reason, or ask for clarification is the difference between collecting documents and collecting correct documents. Rejection has to reopen the item and tell the client why.

6. 6

   Attachment back onto the original transaction

   The document has to end up on the Xero transaction it belongs to, not in a shared folder that somebody then files by hand. Anything short of that leaves you with a second, manual reconciliation between the collection tool and the ledger — which is the job you were trying to remove.

Ask, in Xero Partner Hub

No report for transactions without an attachment

JAX

• Connect. An owner signs in to Xero and approves BilagPilot once. Xero scopes an approval to one organisation, so a practice builds its client list one approval at a time. Nothing syncs until you pick which clients to sync.
• Detect.A scheduled sync reads bank transactions of type Spend, and supplier bills, and uses Xero’s attachment flag to return only the ones with nothing attached. One run covers a year, up to 300 per source. Drafts, deleted and voided entries are skipped, as are transfers between the client’s own accounts and payments settling a bill you already hold — none of those need a separate receipt.
• Request. Each undocumented transaction becomes a line item carrying its date, amount and counterparty. You can add items by hand for anything you know is missing before the ledger does.
• Send. One secure link per client covers every open item, by email or SMS. The client opens it and uploads. There is no account and no password.
• Remind. Reminders go out automatically on a cadence you set, grouped per client, and stop for items that have arrived.
• Review. Nothing reaches Xero unreviewed. You approve, reject with a reason that reopens the item and tells the client, or mark an item as genuinely unavailable so the file shows you asked.
• File back. The approved document is attached to the bank transaction or bill it belongs to, and is visible in Xero straight away. Xero holds up to ten attachments per transaction at 10 MB each; a transaction already carrying ten is refused with that reason rather than failing silently.