After OCR processing extracts data from your documents, you can post them directly to QuickBooks Online or Xero as bills. This streamlines your accounts payable workflow and eliminates manual data entry.
Prerequisites
Before posting documents to accounting, ensure:
Pro Feature
How to Post Documents
- Navigate to the document
Go to Documents and click on a processed document
- Review extracted data
Verify vendor, amount, date, and line items are correct
- Select accounting system
Choose QuickBooks Online or Xero as the destination
- Map accounts (if needed)
Select the appropriate expense accounts for line items
- Click Post to Accounting
The bill is created in your accounting system
Document-to-Bill Conversion
RIVET maps extracted document data to accounting bill fields:
| Document Field | QuickBooks Bill | Xero Bill |
|---|---|---|
| Vendor Name | Vendor | Contact |
| Invoice Number | Ref. Number | Reference |
| Invoice Date | Bill Date | Date |
| Due Date | Due Date | Due Date |
| Line Items | Line Items | Line Items |
| Total Amount | Amount | Total |
Account Mapping
For each line item, you can select the appropriate expense account from your chart of accounts. RIVET remembers your selections for future documents from the same vendor.
QuickBooks
- • Select from expense accounts
- • Optionally assign Classes for job costing
- • Link to Projects if enabled
Xero
- • Select from expense accounts
- • Assign Tracking Categories
- • Add tax rates if applicable
Default Accounts
Verification Before Posting
Always verify the following before posting:
Check These Fields
- ✓ Vendor name matches your records
- ✓ Invoice number is correct
- ✓ Total amount matches the document
- ✓ Line items are properly categorized
Watch For
- ✕ Duplicate invoice numbers
- ✕ Misread amounts (OCR errors)
- ✕ Wrong vendor selected
- ✕ Missing line items
Handling Posting Errors
If posting fails, RIVET displays an error message with the reason:
Vendor Not Found
The vendor doesn't exist in your accounting system. Create the vendor first or check the name spelling.
Duplicate Bill
A bill with this reference number already exists. Check if the document was previously posted.
Connection Error
Unable to connect to the accounting system. Check your connection status in Settings.
Retry Option
Posted Document Status
After successful posting, the document status changes to reflect the sync:
The bill ID from the accounting system is stored with the document for reference. You can click the link to view the bill directly in QuickBooks or Xero.
Need help? Contact our support team at support@slpwlk.io