What Batchly Does

Batchly helps finance teams manage supplier payment runs from Xero, including selecting bills, applying eligible supplier credits, preparing banking files, recording payments and sending remittance advice.

You can process hundreds or thousands of bills in a single run, subject to your plan's payment-run limit. Batchly brings the workflow together while your bank remains responsible for authorising and processing the cash payments.

• Select bills: Sync authorised outstanding bills from Xero, filter the list and review supplier readiness before processing.
• Apply supplier credits: Use eligible credit notes already in Xero to reduce the cash required. Credits must belong to the same supplier and match the bill currency.
• Make partial payments: Choose how much of a bill to settle in this run. That amount includes any credits applied; the rest is cash, and the unpaid balance stays open.
• Generate banking files: Export the cash amounts using a supported format for your bank.
• Record and communicate the outcome: Record cash payments in Xero, send or skip supplier remittances, and access payment reports.

Partial bill payments and Batchly-created supplier credit allocations are available on Plus and Scale, with applicable trial and legacy access. Credit allocation also depends on your organisation's allocation setting. Turning off credit allocation does not remove partial-payment access.

Where Batchly Fits in Your Workflow

For a typical run using a banking file, the process looks like this. The steps shown in Batchly vary depending on whether you use credits or partial payments.

1. Approve bills in Xero
   Continue approving supplier bills in Xero, then sync them into Batchly.
2. Select and review your payment run
   Choose the bills, review eligible credits and select partial settlement amounts where available. Choose the Pay From account and payment date, and complete Review Payment Amounts if shown.
3. Download the banking file
   Batchly calculates the cash needed after the proposed credits and selected settlement amounts. Only the cash portion is included in the supported banking file.
4. Complete Apply Credits, when shown
   Process the proposed credit allocations in Xero. Selecting bills or downloading the banking file does not itself apply these credits.
5. Process the file through your bank
   Upload the file to your banking platform and complete its authorisation process. Check that the payments have been processed.
6. Record the cash payments in Xero
   After confirming bank processing, complete Mark as Paid in Batchly. This records the cash payments and reduces outstanding balances. Bills become Paid only when fully settled.
7. Send remittances and review the report
   Choose Send Remittances to email suppliers an attached PDF breakdown, or Skip Remittances to continue without sending. Then access the report for the run.

Planned Dates and Payment Dates

Planned dates on bills are maintained in Xero. Where enabled, Batchly imports these dates so you can view and filter bills when preparing a run. They may appear after the main bill sync while the background date check completes.

The payment date for a run is selected in the payment workflow and used for the banking file where supported. This is separate from the planned date on an individual bill.

Choosing a date does not schedule Batchly to automatically submit a file or pay bills later. You still upload and authorise the file through your bank, whose processing rules determine when the payments are made.

Supported Banking Files

• Australia: ABA for AUD payments.
• New Zealand: ASB MT9 and BNZ AFI for NZD payments.
• United Kingdom: NatWest/RBS Bankline for GBP payments.

Compatibility depends on the bank and banking platform, not just the country. See Supported bank-file formats and requesting support for details.

What Batchly Does Not Do

• Move money or authorise bank payments. You complete those actions through your bank.
• Require your internet banking login. You log in to your bank separately to upload and authorise payments.
• Approve supplier bills. Bills must be authorised in Xero before they enter the payment workflow.
• Independently verify bank settlement. Mark as Paid relies on your confirmation that the payments have been processed.
• Send remittances just because payments were recorded. You choose whether to send them in the remittance step.

Next: Learn how to log in and connect your Xero organisation to Batchly.