Create and update payment methods
After setting up your business in Receipt Bot, you must create and update your payment method list. An updated payment method list ensures that all invoices and receipts are accurately linked to the corresponding payment method in Receipt Bot.
Options to manage payment methods
The following options are available related to managing, creating, and updating the payment methods of your business in Receipt Bot.
- Sync payment methods from accounting software
- Add a single payment method using the ‘Add Method’ button.
- Add payment methods in bulk using the ‘Import Methods’ button
- Edit or archive existing payment methods.
Option 1 – Sync payment methods from accounting software
When you integrate a Receipt Bot business with accounting software, like QuickBooks Online or Xero, all payment methods are directly imported and synced with your accounting software.
You can find details about integrating your Receipt Bot business with accounting software.
- Integrating your Receipt Bot business with XERO
- Integrate QuickBooks Online and Receipt Bot to automate expense recording
Option 2 – Add a single payment method using the ‘Add Method’ button
You can add a payment method using the ‘Add Method’ button from the Integration data page.
Step 1 – Navigate to the ‘Master Data’ page from the left side of the dashboard menu.
Step 2 – Click the ‘Payment Method’ page.
Step 3 – Click the ‘Add Payment Methods’ button on the top right of the screen.
Step 4 – Provide the necessary information required for a payment method.
You can store the following details for a payment method in Receipt Bot.
- Payment Type: Following are the supported types in Receipt Bot: “Bank”, “Credit Card”, “PayPal”, and “Cash”.
- Default Currency: The default currency of the payment method, it is relevant when exporting documents to accounting software which requires the transaction amount to be in the payment method currency.
- Bank Name: (Optional) The account issuer; can be a bank or company name. If you upload a merchant statement, the system extracts the merchant company name as the bank name.
- Last 4 Digits: (Optional) The last four digits of the payment method’s account, card, or other identification number.
- Display Name: A short and unique name that will be used to identify the record throughout the Receipt Bot app.
- Bank Phone No: (Optional) The contact information for the bank.
- Bank Address: (Optional) The branch address where the account was opened.
- Account Holder Name: (Optional) The name of the individual or business entity to whom the account belongs, as registered with the bank or payment provider
- Account Phone No: (Optional) The personal contact information provided to the bank during the account opening.
- Account Address: (Optional) The personal address provided to the bank during the account opening.
Step 5 – Click the ‘Save’ button.
The new payment method will be added to Receipt Bot. If the system identifies the account number or bank details in a statement, the system will automatically assign the payment method to that transaction.
Option 3 – Add payment methods in bulk using the ‘Import Methods’ button.
‘Import Method’ is preferable when adding multiple payment methods from a CSV/Excel file. Please follow these steps to import payment method records.
Step 1 – Navigate to the ‘Master Data’ page from the left side of the dashboard menu.
Step 2 – Click the ‘Payment Method’ page.
Step 3 – Click the ‘Import Payment Methods’ button on the top right of the page.
Step 4 – Download the payment method import template.
Step 5 – Paste your payment method’s data in the downloaded template file according to the column names.
Note: Do not change the column headers or position.
The following columns are available in the template that can be specified when importing payment methods to Receipt Bot;
- Payment Type: (Mandatory) The allowed values are Bank, Cash, Credit Card, and PayPal.
- Bank Name: The account issuer’s name.Usually available only in the case of bank or credit card accounts.
- Display Name: (Mandatory) Specify a display name for your payment method.
- Last 4 Digits: Specify the last four digits of a credit card or bank account number.
- Email: In the case of PayPal accounts, specify the email address as it will be used to identify the payment method from documents.
- Currency: Specify payment method default currency. If this is not specified, the system will assign the business currency as the default currency for the payment method.
Step 6 – Click the ‘Browse’ button in Receipt Bot and select the template file with data.
The system will validate your data for multiple checks. Some of the following applied by the system are following;
- The file must be in the “CSV” format.
- The payment method types assigned to each row are from one of the allowed values. Receipt Bot only allows the following four types: Bank, Credit Card, Cash and PayPal.
- All the mandatory fields are filled.
- The “Display Name” is unique across all payment methods for the current business.
Step 7 – Click the ‘Import’ button.
Your list of payment methods is now imported into Receipt Bot.
Option 4 – Edit or archive existing payment methods
Step 1 – Navigate to the ‘Master Data’ page from the left side of the dashboard menu.
Step 2 – Click the ‘Payment Method’ page.
Step 3 – Click the ‘Edit’ 
for the payment method you want to edit.
Note: All fields are editable except for the ‘Payment Type’. (If the payment method is created with an incorrect payment type, please create a new record in Receipt Bot and mark the incorrect one as archived.)
Step 4 – Click the relevant field and update as required. For example, click the ‘Status’ field and set it as ‘Archived’ to archive a payment method.
The archived payment methods will not be assigned to any new document in Receipt Bot, but you will still need to update the processed documents manually.
The archived payment methods are filtered out by default on the page, and you can clear the filter on the “Status” column to view archived payment methods.
Step 5 – Click the Save. 
Your changes will be saved for the payment method in Receipt Bot.
Frequently Asked Questions
Q: Will the payment methods that I add be linked to my transactions automatically?
A: If you correctly define the account number and bank name and the system extracts these details from the document, those documents will be automatically linked to the relevant payment method.
Q: Why can I not edit my payment methods in Receipt Bot if it is integrated with accounting software?
A: The system syncs your master data with integrated accounting software, and any updates performed in Receipt Bot can create a mismatch in the data. Therefore, the system does not allow editing of any master data imported from accounting software in the Receipt Bot.