BidLoop and Xero

Job costs and your books, kept in step.

Supplier invoices and card spend are checked and approved against the job in BidLoop, then go to Xero ready to pay or reconcile. Nobody re-keys anything.

Supplier invoices

Approve once, then it's a bill in Xero.

Your accountant or bookkeeper scans supplier invoices into BidLoop. Each one is coded to the job and approved by the right person, within their signing limit. Once approved, it goes to Xero as a bill to pay.

Credit cards

Nothing paid twice.

Card purchases are reviewed and approved in BidLoop like any other bill, and coded to the job. They land in Xero as bills awaiting approval, so when the payment comes through your bank feed you reconcile against the bill. Every card item is on the right job, and none gets paid twice.

Month-end

Checked before the books close.

Month-end checks and reviews happen in BidLoop, through monthly statements. By the time the books close, the costs against each job have already been checked.

Your codes

Your chart of accounts, not ours.

BidLoop doesn't come with its own chart of accounts. A new workspace starts blank and pulls your codes across from Xero, so there's no second list to keep up to date. Xero stays the source of truth.

Rates

Pricing from real invoices.

Scan a supplier invoice and BidLoop can build rates straight off it, so your pricing reflects what materials cost you last month, not when someone last updated the spreadsheet.

Control

Nothing changes without you.

When BidLoop and Xero disagree about a figure, BidLoop doesn't quietly pick one. It shows you both and you decide. If you leave a difference, it stays quiet until that number moves again.

Setting it up

Whoever holds your Xero admin access should do this, often the bookkeeper rather than the owner. It takes one sitting.

Connect your Xero account. Standard Xero authorisation. You can disconnect from either end at any time.
Pick the tracking category you use for jobs. BidLoop uses the same one, so costs land where you already expect them.
Bring your accounts across and switch on the ones you cost against. Not every code is a job cost. This step decides how your numbers group for the rest of the job, so it's worth taking slowly.

Straight answers

What bookkeepers ask.

Can Xero do job costing on its own?

Xero can track costs by job using tracking categories. BidLoop adds the part before the bill: pricing the job, approving invoices and card spend against it, and seeing the margin while the job is still running.

What changes in my Xero file?

BidLoop creates bills in Xero for the supplier invoices and card items you approve. It doesn't change your chart of accounts, your sales invoices or your reconciliations.

How quickly does an approved invoice reach Xero?

As soon as it's approved. Not overnight, and not on a schedule you have to remember.

What happens if we disconnect Xero?

Everything already in Xero stays in Xero, and everything already in BidLoop stays in BidLoop. The connection stops and nothing new is sent. No data is removed from either side.

Do I need Xero to use BidLoop?

Yes. Your chart of accounts comes from Xero, and approved bills go back to it, so it's connected when you set up. If you run MYOB or QuickBooks, please reach out to discuss integration options.

What if our chart of accounts is a mess?

Common, and fine. Switch on the codes you actually cost jobs against and leave the rest. Tidying Xero first isn't required.