Xero WhatsApp Integration: How to Send Bills to Xero from WhatsApp (Malaysia 2026)
Your staff already share bills on WhatsApp. Here's how to turn those photos into Xero draft bills automatically, even across several companies.
In most Malaysian businesses, bills don't arrive neatly in an accounts inbox. Outlet managers photograph supplier invoices, drivers snap fuel receipts, and directors forward bills in WhatsApp groups. Someone in finance then retypes all of it into Xero.
Xero doesn't have a built-in WhatsApp channel for bills. A Xero WhatsApp integration closes that gap: send the photo to a WhatsApp number, and a draft bill appears in Xero.
What a Xero WhatsApp integration should do
- Read the bill accurately from a phone photo, including angled, crumpled or multi-language bills.
- Create a draft bill in Xero, not just store a picture, with supplier, dates, amounts, tax and line items.
- Attach the original to the bill in Xero for your auditor.
- Leave you in control: drafts for review, never auto-approved payments.
- Handle more than one company, if your group or firm runs several Xero organisations.
WazzOCR: WhatsApp and email bills into Xero
WazzOCR is a Xero app built by FusionETA for exactly this. Staff and clients send bills to one WhatsApp number (or one email mailbox), with nothing to install, and you can connect as many Xero organisations as you run.
How WazzOCR handles a bill
- A bill arrives on your WazzOCR WhatsApp number or bills mailbox, as a phone photo or a PDF. One email can carry several attachments, and one PDF can hold several bills: WazzOCR splits them and handles each bill separately.
- AI reads it: supplier, invoice number, bill and due dates, currency, each line item, discounts, SST or other tax, and the total. It copes with angled photos, handwritten receipts and Malaysian formats such as DD/MM dates and per-line SST codes.
- It works out which company the bill is for. WazzOCR reads the “Bill To” name and matches it against the Xero organisations you've connected, allowing for Sdn Bhd and Bhd suffixes, branch names and abbreviations. If it isn't sure, it asks on WhatsApp with a numbered list of your companies. Anything still unresolved waits in the Unmatched tab of your WazzOCR dashboard.
- It checks for duplicates. If that company's Xero already has an active bill with the same invoice number, WazzOCR tells you instead of creating a second one.
- It creates a draft bill in that company's Xero: the supplier is matched to an existing Xero contact (or added), each line is coded to an expense account from that company's own Xero chart of accounts, tax is matched to that company's Xero tax rates, foreign-currency bills keep their currency, and the original file is attached to the bill.
- You review and approve in Xero. WazzOCR replies on WhatsApp with a summary and a link to the draft. It never approves or posts anything: your team does that in Xero.
Who it's for
- Group companies and franchises with several Sdn Bhds and one finance team.
- Retail, F&B and multi-outlet businesses where managers receive supplier invoices on the spot.
- Accounting firms that collect bills from many clients, each with their own Xero file.
- Any business where bills currently arrive as WhatsApp photos and get typed in later.
Setting it up
- Start a free trial and sign in with Xero, Google or email. Signing in with Xero connects your organisations in the same step, through Xero's official connection, so no passwords are shared.
- Connect every Xero organisation bills might belong to. There's no limit on the number of organisations per account.
- Send your first bills to the WazzOCR trial number. When you move to a paid plan, FusionETA sets up your own WhatsApp number through Wazzup24 and can restrict it to your team's phone numbers, plus an email mailbox for supplier bills if you want one.
- Share the number with staff, outlet managers or clients, and review the draft bills in Xero.
FusionETA handles the setup for you.
Tips for clean WhatsApp bills
- Photograph the whole bill on a flat surface with good light.
- Send each bill as its own photo or PDF. Every file you send is treated as a bill, so don't send delivery orders or quotations on their own.
- Ask suppliers to put the correct company name in the “Bill To” block. That's what WazzOCR uses to pick the Xero organisation.
- Fill in the supplier's invoice number in your process. WazzOCR uses it to stop the same bill being entered twice.
- Review drafts weekly so nothing piles up before month-end.
Frequently asked questions
Does Xero have a WhatsApp integration?
Not built in. Xero accepts bills by upload, email and its mobile app; WhatsApp needs an integration such as WazzOCR.
Do bills post to Xero automatically?
WazzOCR creates draft bills. You review and approve them in Xero before they affect your accounts.
Can one WhatsApp number serve several companies?
Yes. WazzOCR reads who each bill is addressed to and creates the draft in that Xero organisation. If the company isn't clear, it asks you on WhatsApp which one to use.
What if the same bill is sent twice?
WazzOCR checks the company's Xero for an active bill with the same invoice number and tells you it already exists instead of creating a duplicate.
Can I send a PDF with several bills in it?
Yes. WazzOCR finds each bill in the file and creates a separate draft for each one.
Do staff need to install an app?
No. They use WhatsApp as usual and send bills to the WazzOCR number.
WazzOCR is a FusionETA product. Xero is a trademark of Xero Limited; WhatsApp is a trademark of Meta.
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