How to pay bills from Xero, MYOB or QuickBooks by credit card
Connect your accounting software to B2Bpay and your bills awaiting payment appear in B2Bpay. Pay each by card, bank account or PayTo; the bill is marked paid and the fee recorded as an expense through the B2Bpay Clearing Account.
Can I pay Xero, MYOB or QuickBooks bills with a credit card?
Short answer: Yes. Connect Xero, MYOB or QuickBooks to B2Bpay and your approved bills awaiting payment appear in B2Bpay. Pay them by Visa, Mastercard, American Express, bank account or PayTo; the bill is marked paid in your software and B2Bpay's fee is recorded as an expense.
The integration removes the double handling that usually comes with paying bills by card: no re-keying supplier details or amounts, no manual journal to record the fee, and no hunting for the matching bank line at reconciliation time.
It works whether or not the supplier accepts cards, because B2Bpay pays them by bank transfer or BPAY. You keep your card's points, earn B2B Points on Earn Plus or Earn Max, and keep your interest-free days. The detailed Xero integration FAQs cover setup screen by screen; this guide gives the overview and applies to MYOB and QuickBooks as well.
How do I connect my accounting software?
Log in to the B2Bpay customer portal, click the Xero, MYOB or QuickBooks link and follow the prompts to authorise the connection. Then add a card to your B2Bpay wallet and you are ready to view and pay bills.
During setup you choose two accounts in your software:
- Payment Account: the credit card (or bank account) in your software that you will pay bills from through B2Bpay.
- Expense Account: where B2Bpay's fees should be recorded, for example Bank Fees.
B2Bpay also creates a B2Bpay Clearing Account in your software automatically. You do not need to do anything with it; it exists so that the bill amount and the fee can be allocated correctly. The connection takes a few minutes and can be done by whoever administers your accounting file. If you prefer, the team can walk you through it on 1300 205 575.
How do I pay a bill from Xero and earn points?
Once connected, open the Pay Bills screen in B2Bpay. Your bills that are approved and awaiting payment are listed with supplier, amount and due date pulled from Xero. Select one or several, choose the card or account to pay from, review the fee and confirm.
B2Bpay charges your card, pays the supplier by bank transfer or BPAY, and writes the payment back to Xero so the bill shows as paid. Your card earns its points as a purchase from B2Bpay, and Earn Plus or Earn Max adds B2B Points, which credit 5 days later.
You can pay bills in bulk, which suits a weekly or fortnightly payment run, or schedule them for a future date to line up with your card statement and get the most interest-free days. The same flow applies to MYOB and QuickBooks. Suppliers who are not yet billers in B2Bpay are set up from the details on the bill; new payees go through bank account verification before the first payment.
How are payments and fees recorded?
Through the B2Bpay Clearing Account. For each payment B2Bpay records three transactions in your software, which net to zero in the clearing account and leave the right entries in the right places.
| Entry | Account | Amount | Purpose |
|---|---|---|---|
| Total charged to your card | Payment Account (your card) to B2Bpay Clearing Account | $10,250 plus GST on the fee | Matches the single B2Bpay charge on your card statement |
| Bill payment | B2Bpay Clearing Account | $10,000 | Marks the supplier's bill as paid |
| Platform fee | B2Bpay Clearing Account to Expense Account | $250 plus GST | Records the fee as an expense with its GST |
The only reconciliation step left for you is to match the total B2Bpay charge in your Payment Account against your card feed, which is a one-click match because the amounts are identical. Fees are quoted ex GST; the example uses Earn Max on Visa or Mastercard at 2.50%.
Does the integration mark bills as paid automatically?
Yes. When you pay a bill through B2Bpay, the integration records the payment against that bill in Xero, MYOB or QuickBooks so it moves from awaiting payment to paid. You do not need to apply the payment manually.
Timing follows the payment. Your software shows the bill as paid once B2Bpay has processed the payment; the supplier receives the funds within B2Bpay's settlement window, which its help pages give as within 3 business days, with the settlement date shown in your Payment History.
If you pay some suppliers outside B2Bpay, those bills are untouched; the integration only records payments made through the platform. You can also choose which bank account or card each biller is paid from, and the integration records the payment in the matching account in your software.
Can I add a Pay Now option to my own invoices?
Yes. On the receiving side, connect your accounting software from the B2Bpay biller portal and add a Pay Now option to your Xero, MYOB or QuickBooks invoices. Your customers can then pay by card, even if you do not otherwise accept cards, and each payment is recorded in your software automatically.
Received payments arrive in your bank account with the customer's reference, which makes them easy to match. You choose whether to pass the processing fee to your customer or absorb it.
Details, including current fees for receiving payments, are on the accept card payments page, and the team confirms anything specific to your setup.
Tips for bookkeepers and accountants
Multiple user logins are supported, so a bookkeeper can have their own B2Bpay access to prepare and pay bills without sharing the owner's credentials. Payments can be prepared in bulk from the Pay Bills screen in the same rhythm as your existing payment runs.
Point the Expense Account at a dedicated "B2Bpay fees" or "Bank fees" code so the fees are easy to find at BAS time; GST on the fee is recorded with it, and B2Bpay also issues a downloadable tax statement. The fee is generally a business expense; confirm the treatment for each client.
For clients paying the ATO, use the integration for supplier bills and add the ATO as a biller directly with the client's payment reference number; see paying the ATO by credit card. Practices that manage payments for several clients should talk to the team about the best structure on 1300 205 575.
Frequently asked questions
How are B2Bpay fees recorded in Xero?
As an expense in the Expense Account you choose during setup (for example Bank Fees), with GST. The integration posts the fee through the B2Bpay Clearing Account alongside the bill payment, so the single charge on your card is split correctly into the bill and the fee without manual journals.
How do I reconcile B2Bpay payments in Xero?
Match the total B2Bpay charge in your Payment Account against the line in your card or bank feed. The amounts are identical, so it is a one-click match. The bill payment and the fee have already been recorded through the B2Bpay Clearing Account, which needs no action from you.
Does the Xero integration mark bills as paid automatically?
Yes. Paying a bill through B2Bpay records the payment against that bill in Xero and moves it from awaiting payment to paid, with no manual step. The same applies to MYOB and QuickBooks. Bills you pay outside B2Bpay are not affected by the integration.
Can I pay MYOB bills by credit card?
Yes. Connect MYOB from the B2Bpay customer portal, add a card to your wallet, and your bills awaiting payment appear in B2Bpay's Pay Bills screen. Pay by card, bank account or PayTo; the bill is marked paid in MYOB and the fee is recorded as an expense.
Does B2Bpay integrate with QuickBooks Online?
Yes. B2Bpay integrates with QuickBooks as well as Xero and MYOB. Bills flow into B2Bpay for payment by card, bank account or PayTo, payments are written back to QuickBooks, and fees are recorded as an expense through the B2Bpay Clearing Account.
What is the B2Bpay Clearing Account?
An account created automatically in your software when you connect it to B2Bpay. It is a virtual account used to allocate each payment into the bill amount (marking the bill paid) and the platform fee (recorded as an expense). It nets to zero and you do not need to reconcile it.
Can my bookkeeper pay bills through B2Bpay on my behalf?
Yes. Multiple user logins are supported, so a bookkeeper or accountant can have their own access to prepare and pay bills from the connected accounting software while the business owner retains control of the card and account settings.
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