Sync a supplier bill

Create a payable bill in your accounting provider from a purchase order. This is always a manual step — never an automatic side effect of receiving — and you can do it before or after the stock arrives.

3 steps · ~3 minNeeds: Xero or QuickBooksAccess: Purchasing operate

Connect one accounting provider first

Ashicore syncs bills to Xero or QuickBooks — exactly one at a time. With none connected the app shows “Connect accounting software before creating supplier bills.” With both connected, you’ll be asked to disconnect one.

QuickBooks bill sync is narrower

The grouped bill flow below is for Xero. QuickBooks bill sync is limited: it does not support grouped supplier bills or additional-cost vendor groups yet, and additional costs must be handled in QuickBooks manually.

1. Open “Manage bills…” and fill the bill details. From the order’s bill control, choose Manage bills…. Ashicore saves the latest valid order edits first, then opens the Create Xero bills or Create QuickBooks bills panel, depending on the connected provider. The panel reflects the saved materials and additional costs; when you push the bill, Ashicore rebuilds the bill groups from the saved order again. Set a Bill date and Due date (the due date can’t be earlier than the bill date), then for each included group enter the Supplier invoice number and Bill account. Xero uses the selected bill date and due date; QuickBooks bill date/due date handling is not equivalent in the current implementation.

   Create Xero bills Push 1 to Xero

   Bill date

   Apr 18, 2026

   Due date

   May 18, 2026

   Supplier invoice number

   CH-88421

   Bill account

   300 · Cost of Goods Sold

2. Bill each Xero vendor group. If the order has costs assigned to different carriers (see Add shipping & customs), the Xero bill flow splits into one group per supplier, each with its own invoice number and account. Include or exclude groups as needed; invoice numbers must be unique within the bill.

   Bill groups

   Vendor group	Invoice #	Account	Amount
   Cooperativa del Huila materials	CH-88421	300 · COGS	$6,756.00
   Pacific Ocean Freight freight	POF-1190	310 · Freight In	$480.00

3. Push, then track status. Choose Push 1 to Xero and Ashicore sends the bill(s) to Xero. While the request is running, the bill control shows Creating bill and the panel button shows Pushing…. Afterward the visible status becomes Billed, Partly billed, Not billed, or Bill failed if the provider rejects it — a failed push is safe to retry. Separately, you can set the manual bill status directly from the bill menu: Not billed, Partly billed, or Billed.

   Creating billBilledBill failedNot billedPartly billedBilled

   Billing and receiving are independent

   Creating a bill never changes the order’s purchase status, and receiving never creates a bill. Bill whenever the supplier invoice arrives — before or after the goods.

What’s next

• Manage suppliers — keep supplier contact and billing details current.
• Bill statuses reference — every sync and manual status value.