Help Center
Learn how to use BatchPay and find answers to common questions
Getting Started
Follow these steps to complete your first batch payment
Step 1 of the BatchPay process is to generate a BatchPay file for upload to banking software. The file format is localised based on the Xero organisation.
Export BatchPay File
BatchPay generates a bank upload file automatically localised for your region (Australia: .aba, New Zealand: .csv, UK: .bacs).
1. Export BatchPay File Button
Once invoices are selected, click the Export BatchPay File button to begin file generation.
2. Select Transaction Date
Choose the date the payment will be made from your bank account. This can be today or a future date.
3. Select Bank Account
Select the Xero bank account to process the payment from.
4. BatchPay File Download
Clicking the Okay button downloads the BatchPay file to your browser's default download location.
Next Step
Continue with Step 2 of the BatchPay process: Mark as Paid
Step 2 of the BatchPay process is to mark the selected bills in Step 1: Export BatchPay File as 'Paid' in Xero.
Mark as Paid
Step 2 of the BatchPay process is to mark the selected bills in Step 1: Export BatchPay File as 'Paid' in Xero.
1. Mark As Paid Button
Once your BatchPay file (generated in Step 1) has successfully imported into your banking software or portal, click the Mark as Paid button to mark all those bills selected in Step 1 as 'Paid' in Xero:
2. Select Transaction Date
After clicking the Mark as Paid button you will see the following popup:
Select the date you want the payment to be made from your bank account. This can be today or a future date and should ideally be the same date as that chosen in Step 1 above.
Click the Next button once you've made your selection or click Cancel to return to the invoice grid.
Select the date you want the payment to be made from your bank account. This can be today or a future date and should ideally be the same date as that chosen in Step 1 above.
Click the Next button once you've made your selection or click Cancel to return to the invoice grid.
3. Select Bank Account
After nominating a transaction date you will see the following Pay Now popup:
Select which bank account (previously setup in Xero) you want to process your payment from. The dropdown list will display all your Xero bank accounts.
Enter a Batch Reference Number of your choice to flow through to the Xero payment transaction to help with bank reconciliation (eg. "Creditors", "xx-xx-xx BatchPay" etc).
Click the Proceed To Mark As Paid button once you've made your selection or click Cancel to return to the invoice grid.
Select which bank account (previously setup in Xero) you want to process your payment from. The dropdown list will display all your Xero bank accounts.
Enter a Batch Reference Number of your choice to flow through to the Xero payment transaction to help with bank reconciliation (eg. "Creditors", "xx-xx-xx BatchPay" etc).
Click the Proceed To Mark As Paid button once you've made your selection or click Cancel to return to the invoice grid.
4. Marking Bills
Clicking the Proceed To Mark As Paid button in point 3 above updates all the previously selected bills in Xero to the status of "Paid". You will see the below info screen once this is completed.
Next Step
Continue with Step 3 of the BatchPay Process: Send Remittances
Step 3 of the BatchPay process emails remittance advices to suppliers paid in the previous step.
Send Remittances
Remittances are emailed to supplier email addresses stored in Xero.
1. Send Remittances Button
After completing the Mark As Paid step, click the Send Remittances button.
2. Confirm Sending Remittances
Confirm that you want to proceed with emailing remittance advices.
3. Send Remittance Status
Displays success status for emailed remittances and allows exporting a CSV or searching sent remittances.
Next Step
Continue with Step 4 of the BatchPay process: Export BatchPay Report
Step 4 of the BatchPay process exports a PDF report summarising the completed batch payment.
Export BatchPay Report
The BatchPay report provides a PDF reference of all batch items processed.
1. Export BatchPay Report Button
Click the Export BatchPay Report button after remittances have been emailed.
2. Export Report
Once the report has finished building, click Export Report to download the PDF.
Completed!
You have completed the BatchPay process. Your bills are now marked as paid in Xero, remittances have been sent to suppliers, and you have a report for your records.
Frequently Asked Questions
Describes how supplier bank and email details are managed through Xero for BatchPay.
Banking and Email Address Details
BatchPay uses Xero contact banking and email fields for payments and remittances.
1. Xero Contact – Banking Details
Supplier bank details must be entered in Xero under Financial Details.
2. Xero Contact – Email Address
Supplier email addresses must be entered in Xero to email remittances.
3. Return to BatchPay
Once details are saved, proceed with the BatchPay process.
Explains the SWIFT code requirement for Singapore-based Xero users.
BatchPay to Singapore Bank Accounts
Singapore bank payments require the SWIFT code to be included.
1. Xero Contact
Enter the bank SWIFT code in the Bank Account Name field in Xero.
2. Enter SWIFT Code and Save
Save the SWIFT code and return to BatchPay.
3. Return to BatchPay
Proceed with exporting the BatchPay file.
How to use the BPAY export option for Australian users to process payments through the BPAY network.
What is BPAY Export?
BPAY export generates a AU-compatible file for processing payments through the BPAY network. This option is only available for Australian organisations.
When to Use BPAY
Use BPAY when your supplier has provided a Biller Code and Customer Reference Number. These details are typically found on invoices from utility companies, government agencies, and other BPAY-enabled suppliers.
How to Enable BPAY Export
When exporting a BatchPay file, check the 'Use BPAY' checkbox in the export dialog. This checkbox only appears for Australian organisations.
Required Information
For BPAY payments, ensure your supplier's contact in Xero has the Biller Code and Customer Reference Number entered in the appropriate fields.
Export
Explains how BatchPay handles credit notes applied to bills in Xero.
Credit Notes
Credit notes must be applied and approved in Xero before processing payments in BatchPay.
1. Apply Credit Notes in Xero
Ensure credit notes are applied correctly so BatchPay only pays the remaining balance.
2. Login to BatchPay
BatchPay displays only the remaining balance after credit notes are applied.
3. Commence BatchPay Process
Proceed with the BatchPay process as normal after applying credit notes.
Explains how to apply a promotional discount when subscribing to BatchPay.
Redeem Promotion Code
Promotion codes provide discounts on BatchPay subscriptions.
1. Billing Screen
BatchPay uses Stripe for billing and payment processing.
2. Enter Payment Details and Promotion Code
Enter card details and apply the promotion code during subscription.
3. Discount Applied and Subscribe
After applying the code, confirm discounted pricing and complete subscription.
Explains how to resolve missing chart of accounts codes during BatchPay file export.
Missing Chart of Accounts Code
BatchPay may show an error if the selected bank account has no chart of accounts code in Xero.
1. Message Displayed
The error appears after selecting a bank account during file export.
2. Resolve the Message
Add a unique code to the bank account in Xero's Chart of Accounts.
3. Return to BatchPay
Retry exporting the BatchPay file after updating the account.
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