Early access: Xero publishing is rolling out gradually and may not be switched on for your clinic yet. To get early access, open your Bill Pay page and register your interest — we'll be in touch.
Quick answers to the questions we hear most about publishing bills and payments to Xero.
Why isn't my bill in Xero yet?
A few possibilities: publishing may not be switched on for your clinic yet; the bill may need an account code; automatic publishing may be turned off for that type of payment; or it's an older bill paid before publishing was set up. Open the bill's Xero section to see the reason and, where relevant, a button to publish it now.
Why does the payment say "Not published"?
Either the account you paid from isn't linked to a Xero account code — link it under Settings → Bank accounts, then Retry — or the bill was paid from an external account (or no account), in which case the payment is intentionally not published and there's nothing to fix. The bill itself still publishes.
Will this create duplicates if my bookkeeper already keyed it?
When you force publish an older bill, leave Also publish the payment record off if you've already recorded that payment in Xero — otherwise it would double-count. Medfin won't create a second bill on its own: re-marking a bill publishes against the same Xero bill.
Can I edit the bill in Xero after it publishes?
Yes. Once a bill is in Xero it's yours to edit — Medfin won't overwrite your changes. However, Medfin won't be able to see/sync any edits made to the published invoices.
How are cash, cheque and petty cash handled?
Mark the bill as paid and choose Cheque or Other (which includes cash). A cheque carries its cheque number as the payment reference; cash can be recorded against a petty-cash account synced from Xero.
What about bills that came from Xero?
Bills that were imported from Xero aren't published back to Xero — they're already there.
Why can't I change a bulk batch payment?
Xero batch payments can't be changed once they're created. That's why a bulk payment asks you to code every bill before you confirm.
Who can publish to Xero?
It depends on the action and your clinic role's permissions. Marking a bill paid (which publishes it) needs Mark bills paid — by default Owners, Admins, Managers and Advisors. Paying a bill through Open Banking, force-publishing an older bill, and retrying a publication all need Pay bills, which by default only your clinic Owner has. Roles are configurable, so an Owner can grant these to others — see Roles and Permissions.
How is this different from categorising account codes for EBITDA?
They run in opposite directions. Account code categorisation (Settings → Accounting → Account codes) maps your Xero accounts into Medfin categories for EBITDA reporting. Publishing maps a Medfin category out to a Xero account code when coding a bill. See How to Categorise Account Codes.
Can I fix the account code after a bill is paid and in Xero?
Yes — open the paid invoice, go to the Payment tab, and change the code in the Xero section's Account code row. It's pushed straight to the Xero bill. The exception is a payment you've already reconciled in Xero: then the code is locked (shown with a Reconciled badge) and must be changed in Xero. See Check, retry and fix Xero publishing.
Can I get reminded about bills that are due?
Yes — Bill Pay can email you a daily "Bills due today" summary, and a bell on the Bills page shows the same alerts. Managers and above are opted in by default; others are off by default. Change it per clinic under Settings → Notifications.