How to Mark Bills as Paid in Batchly

Use Mark as Paid to record the cash payments from your payment run in Xero after your bank has processed them. This reduces each bill's outstanding balance by the payment amount recorded.

A bill becomes Paid only when its outstanding balance has been fully settled. If you pay only part of the balance, the remaining amount stays open in Xero.

Before You Begin

For a run using a Batchly banking file, confirm that:

• You selected the correct Pay From account and downloaded the banking file.
• You completed Review Payment Amounts and Apply Credits if those steps were shown.
• Your bank has processed the payments you are about to record.
• The amounts in Batchly match the payments completed through your bank.
• Your Xero connection is active.

The steps shown depend on the run. A credit-only run does not require a banking file or a cash payment; it follows the credit-settlement workflow instead. Where Batchly offers a workflow for recording a payment made outside a supported banking file, follow that workflow's payment confirmation instructions.

Step 1: Review the Payment Summary

• Payment Date – Check the date to be recorded in Xero. You can adjust it before processing.
• Total Amount – Review the cash amount to be recorded for this step. This may be lower than the original bill totals because of credits or partial payments.
• Bills Count – Check the number of bills being processed in this step.

Changing the date here does not change a banking file you have already downloaded or a payment already submitted to your bank.

Step 2: Review the Bills List

Check the supplier names, bill references, currencies and payment amounts. The amount recorded for each bill must reflect the cash paid for that bill in this run.

Credits applied separately reduce the bill balance without creating a cash payment. A bill fully covered by credits does not need another cash payment through Mark as Paid.

Understanding Partial Payments and Credits

When you choose a partial payment, the amount selected is the total to settle in this run. Eligible credits are applied against that amount, and the rest is the cash payment.

For example, a bill has $1,000 outstanding and you choose to settle $700:

• $300 is settled by supplier credits.
• $400 is paid through your bank and recorded using Mark as Paid.
• $300 remains outstanding in Xero.

Without credits, the cash payment would be the full $700 selected for this run. Partial bill payments are available on Plus and Scale, with applicable trial and legacy access. Turning off Batchly's supplier credit allocation does not remove partial-payment access.

Step 3: Confirm Bank Processing

Tick the confirmation checkbox only after verifying that the payments have been completed through your bank.

Step 4: Record the Payments in Xero

Click Continue to Next Step to begin processing. Batchly submits the payment records to Xero and displays progress, including the number of bills processed and the current stage.

Keep the page open while processing and wait for completion. Large runs can take several minutes. Do not start another run for the same payments while this one is still processing.

If Processing Is Interrupted

Review the error and the existing run's progress before taking further action. Some payments may already have been recorded in Xero even if the whole run did not finish.

• Follow any reconnection or retry instructions shown for the existing run.
• Do not upload another banking file simply because recording payments in Xero failed.
• If you cannot establish what completed, contact support with the batch reference and error message before creating a replacement run.

Step 5: Continue to Remittances

Once processing completes, click Continue to Send Remittances. You can send the supplier emails or choose Skip Remittances and continue to the report. Mark as Paid does not automatically send remittances.

See How to Send Remittance Advice in Batchly for sending, skipping and delivery-status guidance.

After Marking as Paid

Review the run in Batchly's payment history and report. Fully settled bills have no outstanding balance; partially settled bills retain the unpaid balance in Xero. Use the displayed batch reference to identify the run when reviewing records or contacting support.

Frequently Asked Questions

Can I undo marking bills as paid?

Batchly does not provide an undo action for payments already recorded in Xero. Review the affected payment in Xero and use the correction process appropriate to its current state, or ask your accountant or support for help. Correcting an accounting record does not reverse a bank transfer.

Can I change the payment date?

Yes, before processing. Use the appropriate date for the payment being recorded. Xero may reject a date because of accounting-period restrictions; resolve the error before retrying.

What if a bill already has payments or credits in Xero?

Sync Batchly before selecting bills so you are working from their current outstanding balances. This run should settle only the amount you intend to pay now. If the balance changes during the workflow, review any validation message before continuing.