How to Mark Bills as Paid in Batchly

After your bank processes your banking file (for example, an ABA file in Australia), use Mark as Paid to record those payments in Xero. This step creates the batch payment in Xero and updates each included bill from Authorised to Paid, keeping Batchly and Xero in sync.

The Mark as Paid step is the third stage of Batchly's payment workflow. This step records completed payments in both Batchly and Xero by creating a batch payment and updating bill statuses to Paid.

What This Step Does

When you mark bills as paid, Batchly will:

• Create a Batch Payment record in Xero
• Apply payments to each selected bill
• Update bill statuses from Authorised to Paid
• Generate a unique batch reference for tracking

This ensures your accounting records match the funds transferred from your bank.

Before You Begin

Confirm the following:

• Step 1: Pay From has been completed
• Step 2: Export Banking File has been generated and downloaded
• The banking file has been uploaded to your bank
• Your bank has confirmed the payment has been processed
• Your Xero connection is active

Step 1: Review the Payment Summary

At the top of the page, review the batch summary:

• Payment Date – The date that will be recorded in Xero (editable if required)
• Total Amount – The combined value of all bills in this batch
• Bills Count – Number of bills being processed

Confirm these details are correct before continuing.

Step 2: Review the Bills List

Scroll through the table to verify the included bills:

• Client – Supplier name
• Reference – Invoice or bill number
• Current Status – Should display Authorised
• Amount – Payment amount
• New Status – Will update to Paid after processing

Step 3: Confirm Bank Processing

Tick the confirmation checkbox:

This confirmation is required to prevent recording payments prematurely.

Step 4: Process the Batch

Click Continue to Next Step to begin processing.

A progress tracker will display:

• Overall completion percentage
• Number of bills processed
• Current processing stage

During processing, Batchly will:

1. Submit payment data to Xero
2. Apply payments to each bill
3. Update bill statuses
4. Finalise the batch record

Step 5: Continue to Remittances

Once finished, click Continue to Send Remittances to proceed to the next step in the workflow.

Batch Reference Format

Each batch is assigned a unique reference using the format:

{ORG}{ID}-{DDMMYY}-{SEQ}

Example: PRC445-050226-01

This reference can be used to locate the batch in:

• Batchly Reports
• Xero under Business → Bills to Pay → Batch Payments

After Marking as Paid

Once completed:

• Bills show as Paid in both Batchly and Xero
• A batch payment record appears in Xero
• Outstanding balances update in financial reports
• Payment history becomes available in Batchly

Frequently Asked Questions

Can I undo marking bills as paid?

No. Once recorded in Xero, payments cannot be reversed within Batchly. To correct an error, delete or void the payment directly in Xero.

Can I change the payment date?

Yes. You may adjust the payment date before processing, provided it does not fall within a locked accounting period in Xero.

What happens if a bill is partially paid?

Batchly includes only the remaining outstanding balance in the batch payment.

Do credit notes affect Mark as Paid?

If a bill has a credit note applied in Xero, Batchly records the net outstanding amount when marking bills as paid, so Xero remains accurate after the batch is processed.