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    Support & Documentation

    How Saral connects to Xero, what moves where, and how to get help.

    Contents
    1. 1. Connecting your Xero organisations
    2. 2. How data flows
    3. 3. What Saral reads from Xero
    4. 4. What Saral writes to Xero
    5. 5. Sync schedule and manual sync
    6. 6. Permissions (OAuth scopes) explained
    7. 7. Reconnecting and disconnecting
    8. 8. Cancellation and data deletion
    9. 9. Common issues
    10. 10. BillScan: bills, orders and statements
    11. 11. Contact and escalation

    1. Connecting your Xero organisations

    1. New customers: choose a module at /subscribe and click Sign up with Xero — your account is created from your verified Xero identity, and your organisations connect in the same flow.
    2. Existing customers connect (or add) organisations from Settings → Xero. One consent covers every organisation you select on Xero’s screen; each becomes its own entity in Saral.
    3. Multi-entity groups: each Xero organisation maps to one Saral company inside your group, and reports consolidate across them. The mapping is by organisation, never guessed.
    4. Returning users can also Sign in with Xero from the login page once their Xero identity is linked (Settings → Security).

    2. How data flows

    How data flows between your Xero organisations and SaralRead path: your Xero organisations send webhooks to, and are polled by, the Saral sync engine over OAuth 2.0 with offline access; the engine upserts into the Saral database on Supabase, where tokens are encrypted; the Saral modules read the database, scoped to your group. Write path: a module writes a bill, invoice, payment, journal or contact to the Xero organisation you chose, and the sync engine brings the posted record back into the database so every module sees it.Your Xero organisationssystem of recordone or many, one consentSaral sync engineOAuth 2.0 · offline_accesswebhooks + nightly deltaSaral databaseSupabase, EUtokens encryptedwebhooks (signed) →← incremental readsupserts →Saral modulesAccounts · Projects · BillScanHR · Recharge · Payrollread, group-scopedreads ↓writes you approve → the one organisation you chosebills, invoices, payments, draft journals, contacts…the sync brings it backSolid: the read path (continuous). Dashed: the return leg of the write path. Arrowheads show direction.Every write is verified after posting; Xero remains the system of record throughout.
    Diagram of the read path from your Xero organisations through the Saral sync engine into the Saral database and on to the modules, and the write path from a module to the Xero organisation you chose, returning through the sync engine.
    • Read path. Your Xero organisations notify the Saral sync engine by signed webhook and are polled incrementally (OAuth 2.0 with offline_access). The engine upserts into the Saral database (Supabase, EU; tokens encrypted at rest), and the modules read from there, scoped to your group — reads: invoices, payments, bank, journals, contacts, reports.
    • Write path. A module writes a bill, invoice, payment, draft journal or contact to the one organisation you chose — only when a person (or a rule you configured) asks — and the sync engine brings the posted record back, so every module sees exactly what Xero holds.
    • Your team reaches all of it through signed sessions; nothing is served from Xero directly to the browser.

    Xero stays the system of record. Saral mirrors what it needs for cross-entity reporting and operations, and only ever writes what a person (or a rule you configured) explicitly asks it to push. Every write is verified after posting.

    3. What Saral reads from Xero

    Per connected organisation: sales and purchase invoices with credit notes and payments; bank transactions and transfers; manual journals; contacts; the chart of accounts, tax rates and tracking categories; fixed assets; invoice attachments; budgets; and Xero’s own financial reports (P&L, balance sheet, trial balance, aged balances, bank summary). Reads are incremental — webhooks in near-real-time, plus nightly delta polls as the safety net.

    4. What Saral writes to Xero

    • Bills and invoices you approve for posting (document processing, self-billing, intercompany recharges), with the source document attached — pushed to the specific organisation you chose, never anywhere else.
    • Payments and batch payments created from your payment runs, and the bank transfers and card spend you post from them.
    • Draft manual journals from year-end and allocation workflows — always drafts, for your review in Xero.
    • Contact updates you initiate, tracking-category options where you use project tracking, and “enable payments” on an account you choose.

    5. Sync schedule and manual sync

    Webhooks apply Xero-side changes within minutes. Nightly delta syncs catch anything missed, and a nightly parity check counts Saral against Xero and self-repairs drift. You can trigger a manual sync any time from Settings → Xero (per organisation), and a full historical re-pull is available to account owners. Sync health, last-run times and any problems are visible on the same screen — errors are shown as errors, never as zeros.

    6. Permissions (OAuth scopes) explained

    When you connect, Xero shows exactly what you are granting. Every permission below maps to a feature you can see; none is requested “just in case”. Signing in (as opposed to connecting) asks for identity only. If you use a module that needs no accounting write, the unused permissions are simply never exercised.

    openid profile email
    Identity only · All (account identity)
    Tells us who you are when you connect, sign up or sign in with Xero — your name and email, from Xero's own login.
    offline_access
    Identity only · All (sync engine)
    Lets the sync keep running overnight without you re-approving every time.
    accounting.invoices
    Read and write · Accounts, Projects, BillScan, HR, Recharge, Payroll
    Reads your sales and purchase invoices and credit notes so reports and approvals are up to date; writes the bills and invoices you approve for posting.
    accounting.payments
    Read and write · Accounts, HR
    Reads payments so 'what is still owed' is right; records the payments and batch payments you make from your payment runs.
    accounting.banktransactions
    Read and write · Accounts, HR
    Reads bank transactions and transfers for the bank views and reconciliation; records the interbank transfers and card spend you post from payment runs.
    accounting.manualjournals
    Read and write · Accounts, Payroll, Recharge
    Reads manual journals for the audit file; posts the DRAFT journals you prepare (year-end, intercompany offsets, payroll cost allocation, director loans) for review in Xero.
    accounting.contacts
    Read and write · Accounts, BillScan, HR, Recharge
    Reads your suppliers and customers so documents match the right contact; updates a contact only when you ask (bank details from a verified bill, harmonising names across your companies).
    accounting.settings
    Read and write · All (coding + reports), Projects, Accounts
    Reads your chart of accounts, tax rates, tracking categories and organisation details; the only writes are the project tracking options you create and 'enable payments' on an account you choose.
    accounting.attachments
    Read and write · BillScan, HR, Accounts
    Attaches the source document to what we post (the scanned bill, the CIS timesheet PDF, the year-end calculation sheet) and reads attachments back for the audit file.
    assets
    Read only · Accounts (asset register)
    Reads your fixed-asset register so the asset screens and depreciation checks match Xero.
    accounting.reports.balancesheet.read · accounting.reports.profitandloss.read · accounting.reports.trialbalance.read · accounting.reports.banksummary.read
    Read only · Accounts, Projects
    Reads Xero's own financial statements so Saral shows the same numbers Xero does, consolidated across your companies.
    accounting.reports.aged.read
    Read only · Accounts
    Reads aged payables and receivables for the 'who owes what' views and the audit file.
    accounting.budgets.read
    Read only · Accounts
    Reads your Xero budgets for the budget-vs-actual columns of the management report pack.

    What Saral deliberately does not ask for

    • accounting.journals.read — Never requested. Xero's premium general-ledger scope (Advanced tier, security assessment, use-case approval). Saral covers the GL with accounting.manualjournals plus the invoice, payment and bank-transaction scopes above; requesting it unapproved would make Xero reject the whole consent.
    • accounting.reports.bankstatement.read — Opt-in only (XERO_BANKSTATEMENT_SCOPE=1). Free, but granted by Xero only after the developer signs the bank-statement security addendum. It is added to the consent only on a deployment where that is confirmed, and only then does the bank-statement drill-down appear.
    • accounting.transactions · accounting.reports.read — Never requested. The old broad scopes; Saral requests the granular per-resource scopes instead, so the consent screen names exactly what is used.
    • payroll.* · files · projects · accounting.journals.read — Never requested. Saral never processes payroll and never submits a return; it has no feature that needs Xero Payroll, Xero Files or Xero Projects.

    7. Reconnecting and disconnecting

    • Reconnect from Settings → Xero if a connection lapses (for example after changing Xero passwords or removing the app). Reconnecting restores sync; nothing is lost in between.
    • Disconnect any organisation from Settings → Xero. Saral immediately clears its stored tokens AND revokes its own access at Xero; if Xero is unreachable the revocation is retried automatically until confirmed. Your already-synced data stays in Saral until you delete it.
    • Removing Saral inside Xero (Settings → Connected apps) has the same effect from the other side — Saral detects it and marks the organisation disconnected.

    8. Cancellation and data deletion

    Cancel any module or your whole subscription from your own settings — no call needed. Access runs to the end of the paid period. Afterwards: 30 days of read-only export access, 60 more days of offline retention, then permanent deletion at 90 days, with reminders first. Xero connections are revoked as part of offboarding. Full detail in the terms and privacy notice.

    9. Common issues

    • “Connection needs attention” — the Xero grant lapsed (password change, app removal, long inactivity). Fix: Settings → Xero → Reconnect; one consent restores every organisation on the grant.
    • A push failed — the item stays in its queue with the reason shown (for example a Xero validation error such as a locked period or archived contact). Fix the cause and push again; nothing is double-posted.
    • Numbers look behind — check Settings → Xero for the last sync time and run a manual sync. Xero rate limits can delay large backfills; Saral paces itself and resumes automatically.
    • Can’t sign in with Xero — your Xero identity may not be linked yet: sign in with your password and link it under Settings → Security.

    11. Contact and escalation

    Start with the help centre — how every screen works and the answers to the questions people ask, searchable. Inside the app, Kuku (the tab on the edge of every screen) answers from the same knowledge and can read your own set-up; anything it cannot answer goes to Saral support from its panel, with the chat attached, and the reply comes back in the app and by email.

    Email support@getsaral.co.uk — include your company name and, for sync questions, the organisation and an example document. We aim to respond within one UK business day; suspected security issues are prioritised ahead of everything else and can be sent to the same address marked “SECURITY”.

    Before you write, check the status page: it shows the live state of each part of Saral, any incident we are working on, and 90 days of history. Monitors can read it at /api/status; the Atom feed at /api/status/feed carries every incident update.

    Plans·Help centre·Trust & security·Status·Terms·Privacy·Subprocessors·Cookies·Accessibility·Report a security issue·Contact

    10. BillScan: bills, orders and statements

    BillScan reads the paperwork your suppliers send and gets it into your accounting system without re-keying. It has three lines, and you can start with the first: bills in, bills checked against orders, and statements reconciled against bills. Inside the app, the Setup wizard (BillScan → Settings → Setup wizard) walks the whole set-up step by step, and the assistant (Kuku, the tab on the edge of every screen) answers the questions below in context.

    How do I set BillScan up and push my first bill?

    Four things, in order: connect your accounting system (Settings → Xero sync & coverage — one consent covers every organisation you tick); let Saral read your past bills so the first new one arrives half coded (BillScan → Dashboard, "Read now", or it runs tonight); choose how bills arrive (a forwarding address per company, an upload, or a mailbox Saral reads); then open the inbox, check the first bill's supplier, account and VAT, and press Push. The Setup wizard (BillScan → Settings → Setup wizard) walks all of it and shows what is left.

    Setup and the wizard

    Xero now; QuickBooks and Sage later

    The ledger step of the wizard offers Xero (Settings → Xero & Sync) and QuickBooks and Sage cards on the account's ledger-provider cards. Pushing, picklists, contact links, statements' 'what is paid' and the void mirror are built on Xero today; the dry-run card says where each company's bill will post and notes that QuickBooks has no drafts, so an approved bill there is a bill at once. Treat QuickBooks and Sage as the direction, and Xero as what is live.

    Forwarding address

    The forwarding address suffixes: +po, +statement, +split, +cis

    bills+<name>@… — a bill (the classifier decides the type). bills+<name>+po@… — your purchase order → the PO register. bills+<name>+statement@… — a supplier statement → the statements lane. bills+<name>+split@… — one PDF holding many bills → one bill per page (up to 100 pages per message by default). bills+<name>+cis@… — a CIS subcontractor's bill (the hint is carried on the row). '-', '.' and '_' are accepted as the separator too, for address books that refuse a second '+'; aliases like +pos, +orders, +statements and +stmt work. An unrecognised suffix is a plain bill with the suffix noted. The Forwarding Address tab shows one address per company; the suffixes are honoured whenever a sender uses one.

    How do I forward bills by email?

    Each company has its own forwarding address, shown on BillScan → Settings → Forwarding Address. Forward a supplier's email to it, or set a rule in Gmail or Outlook that forwards anything from your suppliers automatically — the tab shows the rule for each. Whatever is sent there is read and filed as a bill, statement or purchase order; add +po or +statement before the @ (bills+<name>+po@…) to file it as an order or a statement outright, and +split to read every page as its own bill. A copyable note to send your suppliers is on the same tab and in the wizard. Past a daily limit of bills per address the rest are parked in the Discard Log with the reason, so a leaked address cannot run up your bill.

    Capture — email, upload, drop folder, portals, API

    The seven ways a bill reaches BillScan

    1) The company's own forwarding address, bills+<name>@ (no consent needed; suffixes pick the lane). 2) A connected mailbox — Outlook / Microsoft 365, or Gmail — read read-only. 3) A drop folder on SharePoint or OneDrive, read every 15 minutes. 4) The supplier-website robot (Supplier Logins), fetching overnight. 5) Snap a bill on a phone — read tonight. 6) Upload in the Invoice Inbox (or drop files on it). 7) The ingest API key, for a mail flow on a mailbox you own. Plus: draft bills pulled from Xero when that switch is on. Every channel runs the same pipeline — classifier, duplicates shown never dropped, the reading ladder — and lands in the company the channel belongs to.

    How do bills get into BillScan?

    Any of these, in any mix: forward the supplier's email to the company's own forwarding address (bills+<name>@…, from Settings → Forwarding Address); upload a PDF or photo on the inbox (drag it in or press Upload); connect a mailbox Saral reads for you — a Gmail / Google Workspace inbox, or an Outlook / Microsoft 365 mailbox (Settings → Capture Sources); a SharePoint or OneDrive drop folder read every 15 minutes; a supplier portal Saral signs in to overnight to fetch bills (Settings → Supplier Logins); draft bills already keyed in Xero, pulled into the queue to be checked; or the Intake API for a flow you already own (one key per Xero organisation, Settings → Capture Sources). Whatever the door, the bill lands in the inbox and is read the same way.

    Readiness — why a bill is not ready

    What do the inbox lanes and statuses mean?

    The inbox sorts bills into tabs by where they are. Scanroll holds bills still being read (uploaded, queued, extracting). Processing is the working tab: the bill has been read and waits for a person to confirm supplier, account, VAT and project. Approved means it has passed approval and waits for the push. Pushed means it is in your accounting system. Rejected is a bill somebody refused; Proforma holds pro-formas and order acknowledgements; Unsorted holds documents that look like something other than a bill (a statement, a delivery note, a quote) until you confirm or move them. Exceptions — a possible duplicate, a bill made out to another company or brand, something not yet sorted, a push that failed — are gathered on Batch processing so they can be dealt with in one go. A deleted bill goes to Trash and can be restored for 30 days.

    Why isn't this bill ready to approve or push?

    A bill is ready when nothing on the list below holds it. The inbox shows the reasons on the bill (the "To approve" note), Batch processing → Ready to approve lists every held bill under "Not ready yet — why", and the approve and push buttons refuse with the worst reason. The reasons, in the words the screen uses: - A line has no project: Every line needs a project in this company. Bills from one supplier to one address usually share it — set it once for all of them. - A line has no account: A line is not coded to an account. Bills from one supplier usually share it — set it once for all of them. - A line has no VAT code: A line has no VAT rate, so Xero would book the account's default VAT and the bill could post wrong. Set the VAT rate on the line. - The lines do not add up to the total: The lines do not tie to the bill's total. Add the missing line (carriage, a discount) or correct an amount — it lifts by itself once they tie. - A line's VAT rate does not give the bill's VAT: The lines add up, but their VAT rates do not produce the VAT the bill prints — usually one line is reduced-rate or zero-rated and was read as 20%. Correct the VAT code on the line and it lifts by itself. - The reading is not certain: The lines, VAT or total on the bill do not tie yet, or the supplier is new. Correct the lines in the inbox and it lifts by itself. - No supplier set: Saral could not match the supplier. Pick it on the bill. - No lines read: Nothing was read off the document. Read it again, or key the lines. - The document could not be read: Reading the document failed. Read it again, or key it in. - Bank details alert: The bank details on the bill differ from the supplier's record. This never holds a bill — it posts, and the account on record is what gets paid until a person updates it from the bill, in Saral or in Xero. Ruled on one bill at a time, never in bulk. - Possible duplicate: It looks like a bill already received. Keep it or bin it in Duplicates. - Last push to Xero failed: Xero refused an earlier push. The reason is on the bill — fix it and it comes back here. - Waiting for proof of delivery: This company asks for goods to be received before a bill is approved. - More than the payment notice: The bill asks for more than the sum the QS notified on the application month it answers. Agree the figure with the subcontractor (a revised invoice or a pay-less notice), or code the bill by hand to release it. - Supplier is the company billed: The supplier is the company itself — usually a mis-read supplier. Pick the right one. - Its order's reading needs a look: The bill matches an order whose reading is flagged. Confirm the order once and the bill moves on. - Which brand?: The supplier trades under several names and the bill does not say which. Pick it once. - May not be a bill: Saral read this as another kind of document (a statement, quote, delivery note…). File it, or confirm it is a bill. A reason clears by itself once the thing it names is fixed — set the account, pick the supplier, correct the line — and the bill moves to Ready without a refresh.

    Duplicates

    What happens to duplicate bills?

    A bill that looks like one Saral already holds is kept and shown as a possible duplicate — it is never dropped on the way in, even when the copy sits in another company of the group or in Trash. Batch processing → Duplicates shows each one beside the bill it repeats, with that bill's company and state. Keep this copy clears the flag; the copies you tick can be deleted in one go, never a keeper and never a bill Xero holds. The same email delivered twice is the one exception: that is a retry, not a duplicate, and is not shown.

    What counts as a duplicate

    After the read, within one company: same document type (an invoice is never a duplicate of a credit note), same supplier (by id, else by name — required), and either the same invoice number (normalised: case, spaces and separators ignored) or the same total with a date within ±7 days — and no conflict: two bills that both carry numbers that differ, or PO references that differ, are different documents whatever else matches. At intake, across the whole group: the very same file bytes. Across companies: same supplier number and total held by two companies, names not disagreeing, no AI, no date window. 'Not duplicates' is remembered (a dismissed pair stays dismissed). A duplicate is shown with the bill it repeats, its company and its state, and never dropped.

    Duplicates are shown, never dropped

    Owner rule (2026-10-29). A document that looks like one Saral already holds becomes a row in the queue flagged with the copy it repeats — which may be in another company of the group, pushed, or in Trash — and is never counted as a skip. Duplicate tools mark copies; they never delete or trash them as an outcome. Removing a copy is a person's decision about that one bill; batch delete is allowed only over copies a person ticked (Select all copies, Delete N selected behind a confirm naming the count) — never a keeper, never a copy Xero holds. A count ('+2 more', 'Show all 3') is always backed by a list naming every one. The one exception is the SAME message re-delivered, proved by its message id — idempotency, not a duplicate. Applies to BillScan, Statements, GRNs, HR invoices and expenses alike.

    Push to Xero

    Nothing changes in Xero without a person's press

    A push, a re-push, a contact update, a planned payment date, a tracking fix on a pushed bill, a proforma payment — each is a button a person presses, with a confirm where money or a pushed document is involved. The push doctor re-pushes only a bill a person already pushed and refused, with cures on exact evidence; a relink that changes the contact or VAT is proposed, not made. Approve queues a bill and writes nothing to Xero. Reads from Xero (sync, read-back, the void webhook) are the only automatic traffic.

    What happens when I push a bill, and what does Pushed mean?

    Push sends the bill to the accounting organisation of the company it is for — never anywhere else — as a draft, awaiting approval or awaiting payment, whichever Settings → Posting to Xero says (Draft by default; a group default with per-company overrides). The row reads "Pushing…" until Xero confirms, then Pushed, with Open in Xero beside it. A refused push stays in its lane with Xero's reason on the bill (a locked period, an archived contact, a missing tax rate); fix the cause and push again — nothing is double-posted. A pushed bill is what Saral charges for.

    Purchase orders and matching

    How is a bill matched to its purchase order?

    Saral reads the order number off the bill (the field it reads it from, and the number's shape, are set on Settings → PO Format) and finds the order. Invoices ↔ PO lists each bill with its order and the difference between the bill's net and the order's net. Where Saral has a likely order but no certain one, the row offers "Link <order number>" with a match score; press it to confirm, and "Unlink PO" undoes a match. A bill with no order that was genuinely authorised can be given "Authorize without an order" — it records your name and a reason. With "Company raises purchase orders" off (Settings → Approvals & Controls) a bill with no order is simply not flagged.

    Where do purchase orders come from?

    Four doors. Record an order on the Purchase Order List (one at a time, with the supplier, value, date and project). Import orders from a spreadsheet register — the column mapping is remembered for the next file. Email an order to the company's forwarding address with +po before the @ (bills+<name>+po@…). Or raise orders in Saral's Buying module and they arrive here by themselves. A SharePoint order book can also be read where a Microsoft 365 connection exists. Whichever door, every order lands on the Purchase Order List and is matched the same way.

    Supplier statements

    How does a statement reconcile?

    Open the statement on Statements. Review shows every line beside the bill Saral holds for it, its order, its delivery and whether Xero has it, with a suggested decision per line (pay, note, hold or chase); "Accept suggestions" records the suggestion on every undecided line and holds stay for you. Reconcile tallies the statement; Activity is the history. A line with no bill on our side means a bill you do not hold — "Chase suppliers" (Settings → Chasing & Requests) proposes a chase, and never sends on its own. When every line carries a decision the statement can be signed off, which closes it as verified in your name.

    How do supplier statements get in?

    Email a statement to the company's forwarding address with +statement before the @ (bills+<name>+statement@…) — or just forward it: a document that reads as a statement is filed as one anyway. Upload one on the Statements page. A connected mailbox and a drop folder file statements too. "Ask for statements every month" (Settings → Chasing & Requests) proposes a request to the suppliers you tick on the day you choose, for one press.

    Approvals and delegations

    How does approval work, and where do I set an approval limit?

    By default one click approves: whoever processes a bill may approve it. Two optional controls change that, both on BillScan → Settings → Approvals & Controls and both off by default. "Someone else must approve a bill" is for teams that want a second person: when your company turns it on, nobody who uploaded, edited or processed a bill may approve or push it, and the approval chain never asks them; with it off, one person may process, approve and push a bill, and the trail records it as self-approved. "Approval chains switched on" hands the decision to the approval rules (Settings → Approval Rules): who must sign off which bills, by amount, supplier, currency or cost code — so an approval limit is a rule such as "over an amount, a director approves". A bill waiting on you appears on My Approvals.

    Pricing and AI allowance

    What exactly am I charged for in BillScan?

    Per document pushed to your accounting system — an invoice or a credit note — counted once, in the month of its first push. Not per upload, scan, read or email; purchase orders, statements, delivery notes and GRNs are free; AI reading is covered by the plan's allowance, never per document. A re-push of the same bill is not counted again; a bill pushed and later voided or deleted in Xero stays counted, because the reading, coding and push were done. The count on BillScan → Settings → Pricing is produced by the same engine as the platform invoice.

    What are the BillScan price tiers and the monthly minimum?

    The price is the catalogue's (set by the platform; shown on BillScan → Settings → Pricing and on the sign-up page). The rate falls with volume: the fallback the product quotes when the catalogue has no row is £0.85 per pushed document under 500 a month and £0.65 from 500, with a £100 monthly minimum that applies only in a month with at least one billable push — no pushes, no bill. The first month is discounted rather than free (there is no free trial). The tier is decided by the month's pushed count; plan tiers (standard / advanced features) are on Settings → Subscriptions.

    What BillScan does not charge for

    Uploads, scans, forwarding, reading (AI included in the plan's allowance), coding, matching, purchase orders, delivery notes, GRNs, statements, reconciliation, proformas, reports, exports, re-pushes of the same bill, and every month with no pushes. The only meter is an invoice or credit note pushed to the accounting system, counted once at its first push.

    What does BillScan cost?

    You pay per bill or credit note pushed to your accounting system, counted once in the month it is first pushed — a re-push of the same bill is not charged again. Reading, coding and matching are free, and so are purchase orders, statements, delivery notes and goods-received notes: only a pushed bill or credit note is charged. A bill voided in Xero after the push still counts for that month. The price per bill, the monthly minimum and this month's count are on BillScan → Settings → Pricing; Settings → Saral invoices lists what has been billed.

    Settings — what each switch does

    Where is every BillScan setting?

    BillScan → Settings → Switchboard lists every setting of the module on one searchable map — its default, where it is edited and what it affects. The rail groups them: Capture (mailboxes, forwarding, drop folders, supplier logins, PDF passwords), Coding (PO format, coding rules, capture rules, tracking rules), Controls (approvals, match tolerances, posting, FX rates, proformas, approval rules), Statements, and Team (user permissions, email signature, notifications). Settings → Switchboard does the same for the whole app.

    Permissions and duties

    How do I add a user to BillScan and say what they may do?

    An Owner adds people and gives access in Settings → Access: a role (Bill Capture, AP Processor, Bill Approver, PO & Delivery Matcher, Statements Clerk, AP Manager, AP Auditor, or Accounts) says what they may do, and a BillScan tick per company says where. BillScan → Settings → User Permissions shows the result read-only. Someone with only Bill Capture sees Snap a bill and nothing else; an approver sees My Approvals.

    Leaving and your data

    How do I export everything BillScan holds for a company?

    Settings → Subscriptions → the customer data export (needs the BillScan settings duty): one zip per company holding bills.csv, lines.csv, history.csv, a files/ folder of the stored PDFs and a README; every set is read completely (a short read fails the export rather than producing a zip that looks complete), and a PDF that cannot be fetched is named in MISSING.txt with its bill row marked, never dropped quietly; an export over the size cap says so. For spreadsheets of specific bills, BillScan → Archive & Reporting (Excel with formula totals, CSV, PDF, email); the Supplier and Item catalogs export CSV from their own pages; the Reports hub lists every output.

    How do I export or delete my BillScan data?

    Every list exports to Excel from its page, and BillScan → Reports hub gathers every report the module produces. Cancel the module or the subscription from Settings → Subscriptions — no call needed. Access runs to the end of the paid period; afterwards 30 days of read-only export access, 60 more days of offline retention, then permanent deletion at 90 days, with reminders first. Xero connections are revoked as part of leaving.

    How do I disconnect or reconnect Xero?

    Settings → Xero sync & coverage. Disconnect an organisation and Saral clears its stored tokens and revokes its own access at Xero straight away; the bills already synced stay in Saral until you delete them. Reconnect from the same screen if a connection lapses (a password change, the app removed in Xero) — one consent restores every organisation on the grant and nothing is lost in between. Removing Saral inside Xero (Settings → Connected apps) has the same effect from the other side.

    Can BillScan prepare my VAT return, CIS return or pay suppliers?

    No. BillScan reads, codes, checks, approves and pushes supplier bills to Xero, matches them to orders and statements, and plans payment dates. The VAT return, the monthly CIS return and the CIS subcontractor statements are produced and filed in Xero from the bills BillScan pushed there; no HMRC submission of any kind is made from Saral. Paying suppliers is done in Xero or your bank; Plan payment on a statement writes a planned date, never a payment, and 'Post as Paid' records a payment already made from the bill's pay-from account. Saral's HMRC module may track obligations and record that a filing was made elsewhere — it never computes or files a return.