Linking to your accounting software is the best way to improve your invoice management with Bluechain and is very simple to do.
By linking your accounting software to Bluechain, you can streamline your invoice management process, reduce manual data entry, and simplify payment reconciliation. This article will guide you through the steps to connect your Xero or Sage account to Bluechain and map your suppliers for seamless payment processing.
Connecting Your Accounting Software to Bluechain
To connect Xero or Sage, follow these simple steps:
Go to the Pay section within Bluechain.
Click on Add a Bill.
Click on Connect to Accounting Software, then select the accounting software you want to connect.
Follow the steps to authenticate your accounting software.
During this process, you will be asked to select the GL code to associate with Bluechain processing fees.
Bluechain will automatically create a bill in your accounting system to help you track and reconcile these fees.
Where Do I Find My Bills in Bluechain?
The first time you connect Bluechain to Xero or Sage, it will import all approved and ready-for-payment bills from your accounting system. These bills will appear as Draft in Bluechain and can be found under the In Review tab in the Pay section.
Bills in the In Review tab may require updates before payment, including mapping suppliers from your accounting system to Bluechain. This ensures that payments are sent to the correct supplier and bank account.
Once a supplier has been mapped and their bank account details are confirmed, all future bills from that supplier will automatically move to the Pending tab for payment.
You will only need to map a supplier once.
My Bills Are Not Coming Through
If your bills are not appearing in Bluechain after syncing your accounting software, check that a supplier reference number has been included on the bill in Xero or Sage.
Why is this important?
The supplier reference number acts as a unique identifier, ensuring your bill is correctly matched to the corresponding payment. Without it, Bluechain cannot import the bill, and there is a risk that your supplier may not recognize the payment when they receive it.
How to fix it:
Open the bill in Xero or Sage.
Add the supplier reference number exactly as provided by your supplier.
Resync your accounting software with Bluechain.
This reference number appears on your supplier's bank statement, helping them match the payment to your invoice. Always use the reference your supplier provides to avoid delays or misallocated payments.
How to Map an Accounting Supplier Contact to a Supplier in Bluechain
Navigate to the In Review tab on the Pay screen.
Click Update Details next to the bill.
Use the search field to find the supplier within Bluechain.
Bluechain will pre-fill this field with the supplier's name from your accounting system.
Bluechain uses the supplier’s legal name, so if the name does not appear, try adjusting your search or using a partial match.
If the supplier has already been verified by Bluechain, their bank details will be displayed.
Select the correct bank details or add new ones if needed.
Always use the bank account details provided by your supplier.
Confirm the details. The bill will move to the Pending tab, ready for approval and payment.
Once a supplier is mapped, Bluechain will update all existing and future bills for that supplier. This process may take a minute or two.
How to Update a Supplier Mapping for Xero or Sage
Currently, updating a supplier’s bank account within Bluechain requires assistance from our support team. If you need to change the bank account details for a supplier, please contact our support team.
We are working on a feature to allow users to update supplier mappings directly and hope to release this soon.
Next Steps
Congratulations! 🎉 You now know how to link your accounting software to Bluechain and map suppliers for effortless invoice management and payment processing.