All unpaid bills and their vendors in Xero will be synced into Melio during the first sync.
Following that, whenever you create a bill with a new vendor in Xero, the bill and the vendor details will be synced into Melio.
The sync happens automatically every hour. You can also manually sync your accounts.
During your first connection,
we scan your accounting software for existing vendors
so we can avoid creating duplicates. If we find vendors with matching or similar
details, we’ll ask you to confirm which ones should be linked together.
If you decide to skip linking any of the suggested vendors during this initial
review, you’ll need to confirm that choice.
Please note that vendors you skip at this stage cannot be linked later, so make
sure to review the matches carefully before continuing.
Here are the fields and transactions that sync to and from Xero:
Melio Pay - Accounts payables
Vendor list:
| Xero field name | Sync | Melio Field Name |
| Company name | ↔ | Vendor's company name |
| First name + Last name | ↔ | |
| ↔ | Email address | |
| Contact Phone | ↔ | Phone number |
| Billing address | → | Address line 1 |
| Billing address | → | Address line 2 |
| City / Town | → | City |
| State / Province | → | State |
| Zip code | → | Zip Code |
Transactions - Bill:
| Xero field name | Sync | Melio Field Name |
| Vendor | ↔ | Vendor name |
| Mailing address | → | Check delivery address |
| Bill date | ← | Date bill entered (hidden) |
| Due Date | ↔ | Due Date |
| Bill no. | ↔ | Bill # |
| Line 1 | ↔ | N/A |
| Category | ↔ | Xero category |
| Description | ↔ | Note to self |
| Amount | ← | Total amount |
| Total | ↔ | Total amount |
| Memo | ← | URL link to bill in Melio |
| Attachment | ↔ | Invoice image |
Transactions - Bill payment:
| Xero field name | Sync | Melio Field Name |
| Payee | ↔ | Vendor name |
| Bank / Credit account | ← | Bank/ credit Account |
| Payment date | ← | Payment: deducted date OR processed date |
| Ref No. | ← | Check # OR Bank transfer # |
| Amount | ← | Full payment amount |
Workflows: What actions occur where?
Bill creation workflows - Action performed in Xero:
| Xero Action | Sync | Melio Action |
| Create bill | → | Bill created in Melio |
| Edit bill | → | Bill updated in Melio |
| Delete bill | → | Bill removed from Melio |
| Mark bill as paid | → | Bill removed from Melio |
| Payment unapplied from bill | → | Bill balance updated in Melio |
Bill creation workflows - Action performed in Melio:
| Xero Action | Sync | Melio Action |
| Bill created in Xero | ← | Create bill |
| Bill updated in Xero | ← | Edit bill |
| Bill deleted in Xero | ← | Delete bill |
| Bill updated in Xero | ← | Mark as paid |
| Bill updated in Xero | ← | Mark as unpaid |
Bill payment workflows - Action performed in Xero:
| Xero Action | Sync | Melio Action |
| Schedule bill payment | → | Bill payment scheduled in Melio |
| Edit scheduled bill payment | Does not sync when payment was made in Melio | |
| Delete scheduled bill payment | Does not sync when payment was made in Melio | |
| Void scheduled bill payment | Does not sync when payment was made in Melio |
Bill payment workflows - Action performed in Melio:
| Xero Action | Sync | Melio Action |
| Bill payment scheduled in Xero | ← | Schedule bill payment |
| ← | Edit scheduled bill payment | |
| Bill payment deleted in Xero | ← | Cancel scheduled bill payment |
| ← | Payment processed / paid |
A few important notes about the sync:
- Bills paid outside of Melio must be marked as paid in Xero only. Marking the bill as paid in Melio will create a duplicate payment entry in Xero.
- Deleting a bill in Melio will delete it from Xero.
- If you have paid or marked as paid bills in Xero but they still appear as unpaid in your Melio inbox, manually sync the accounts in Settings- Sync accounting software to delete the bill from the Melio account.