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Biz Invoice FAQs

Need help setting up Biz Invoice? Get help in our frequently asked questions.

Overview and set up

Biz Invoice comes with Westpac Business One HighBusiness One Low transaction account and eligible foreign currency accounts. In order to use Biz Invoice, Network administrator or Users in a Business Network will need to have completed a Westpac identity check and the owner of the account must have an Australian address registered on their Westpac Live Online Banking profile.

The Biz Invoice profile you link to an account will not be shared with other eligible Biz Invoice profiles. This means that if you create a customer, item etc. in your foreign currency account, it will not be shared with your Business One Low or Business One High account profile.

If the account Biz Invoice was set up with is closed, you will no longer have access to any of the invoices generated in Biz Invoice via Westpac Live Online Banking.

It is recommended to download all the invoices generated in Biz Invoice as PDFs before closing the account to avoid losing historical invoicing data. 

Biz Invoice will use the name of the account owner on your invoice template. In addition, you can also have your Trading Name displayed on your invoices. You can set this in the first-time setup or under the Settings tab in Biz Invoice. A trading name will appear in addition to the primary account owner’s name on all invoices created once set.

You can update the registered business address to appear on your invoice template via Westpac Live.

When logged into Biz Invoice, head to Settings and click Edit at the bottom of the page.

Update your address in the relevant field then submit Save.

Note: This will not update your address registered with Westpac. To update your business address, find out more.

Yes. To show or hide your business address on the invoice, select Settings then Edit Settings at the bottom of the page. Select yes or no then save changes. This will apply to all invoices created going forward once that preference has been set. It will not change already sent invoices.

From Biz Invoice, head to Settings and click Edit Settings at the bottom of the page. Update your ABN then submit Save. An ABN is required to send invoices with GST. 

 

Yes, if the eligible account is jointly owned Biz Invoice is available to both owners to access and use via Westpac Live Online Banking.

The Invoice URL link contains a random 32 character identifier, which is unique to each invoice created for Biz Invoice, making the URL difficult to guess.

 

Reassure them that Westpac will never send an email asking for sensitive financial information or link directly to a sign-in page.

To improve your safety, keep your system up to date. For more information visit westpac.com.au/hoaxemails.

Yes. You can generate a report of all invoices where payments have been automatically or manually reconciled. It will be exported as a CSV file only. Do this by selecting the Reports tab at the top of the Biz Invoice Tool and follow the screen prompts.

There is no need to apply for Biz Invoice.  The tool will be visible in Westpac Live Online Banking, provided a customer has access to a Westpac Business One High or Business One Low (transaction) account or Foreign Currency Accounts (excluding the Chinese Yuan RMB foreign currency account).

No. This is because these accounts when linked with Biz invoice serve different business needs.

The Business One low account allows businesses to invoice and receive payments from customers in Australia. Whereas the foreign currency account allows businesses with overseas customers to invoice and receive payments internationally in a foreign currency.

Key differences are as follows:

1.       BPAY is not available for invoices issued in a foreign currency.

2.       If linked to a foreign currency account, Biz Invoice will not calculate GST or any tax which may be required in your customer's country.

3.       Biz invoice’s auto reconcile function is not available for payments of invoices issued from a foreign currency account. These accounts require manual reconciliation to reflect the correct invoice status.

Different fees and charges also apply to the each of these accounts refer to the product terms and conditions for more details.

Yes.

To make an outward telegraphic transfer from your Foreign Currency Account using Westpac Live Online Banking you are required to have an eligible Westpac Australian dollar transaction account linked to that Foreign Currency Account. You will not be able to proceed with the transaction on your Foreign Currency Account until you have an eligible Westpac Australian dollar transaction account. Standard fees and charges may apply for this Westpac Australian Dollar account.

Biz Invoice is now available for use with an eligible Foreign Currency Account in the following currencies: Canadian Dollars, Danish Kroner, Euro, Great British Pounds, Hong Kong Dollars, Japanese Yen, New Zealand Dollars, Norwegian Kroner, Singapore Dollars, South African Rand, Swedish Kroner, Swiss Francs, Thai Baht and United States Dollars. Chinese Yuan RMB Foreign Currency Accounts are not eligible for Biz Invoice. 

You can only hold one currency per foreign currency account. This means that you can only send invoices in the currency of the Foreign Currency Account which is linked to Biz Invoice. What are the fees associated with making and receiving payments to and from a Foreign Currency Account?

There are a number of fees associated with depositing or withdrawing payments to and from a Foreign Currency account. Please refer to the Foreign Currency Account Terms & Conditions and International Products and Services Standard Fees for further information. It’s important that you read the terms and conditions and understand all the fees before setting up an account

If you’re considering linking Biz Invoice with a Foreign Currency Account to receive international payments, please note there may be other charges added by intermediary or the invoice recipient’s bank in addition to the fee’s charged by Westpac. The fees associated with each payment (including any fees associated with currency conversion) are likely to vary for each transaction and unless manually entered as a separate line item, none of these fees will be included in any invoice generated, and will not be reflected in the total amount of the invoice issued.

Accordingly, is your responsibility to confirm with the invoice recipient, the fees and charges associated with any payment and whether these fees are payable by you or them.

Customers can pay foreign currency account invoices using direct deposit via international transfer only to the bank account detailed on your invoice.

The customer has the option to pay the invoice in the same currency as the invoiced amount/your foreign currency account, or a in a different currency.

However, it if a customer chooses to pay in a different currency:

  • The amount transferred will be converted to the same currency as the foreign currency account.
  • The customer may be charged a conversion fee by their bank in addition to any other fees that may apply.

Given, the fees associated with each payment (including any fees associated with currency conversion) is likely to vary for each transaction and may not be reflected in the total amount of the invoice issued.

Accordingly, it is important that you:

  • Ensure your customer checks the applicable currency exchange rates before converting funds) confirm with the invoice recipient, the fees and charges associated with any payment and whether these fees are payable by you or them.

Yes. Due to the time differences associated with international transactions, there would be some circumstances where there would be delay in processing and currency conversion of the payment from the Recipient’s account to the Foreign Currency account.

If during that time, there is an adverse movement in the currency conversion rate used invoice recipient between, the value of the dollar equivalent required to pay the amount invoiced could change resulting in short-payment of the invoice.

Biz Invoice includes a complimentary invoice template, which can be customised with your business name and/or logo.

Please note that the invoice template differs depending on if your account is linked to an  eligible Business One Low or Business One High  account or Foreign Currency Account.

If linked to a Foreign Currency Account, Biz Invoice will not calculate GST or any tax which may be required in your customer’s country.  Unless manually entered as a separate line item, none of these amounts will be included in any invoice generated.

When you first access Biz Invoice you have the option to customise your invoice template with a trading name and/or business logo. From then on that trading name and/or business logo will appear on each invoice.

Each time you generate an invoice, you simply pull in the client details and goods/services descriptions and prices from the records you build in the tool – or add this information as you go (saving it in the tool for future invoices).

Please note: the invoice template differs depending on the type of  account from which the invoice is generated (e.g. an eligible Business One High or Business One Low account or Foreign Currency Account).

If linked to a Foreign Currency Account, Biz Invoice will not calculate GST or any tax which may be required in your customer's country, or any currency conversion fees, international transfer fees, or other fees associated with any international money transfers.  Unless manually entered as a separate line item, none of these amounts will be included in any invoice generated.

If you have a Business One Low or Business One High account linked to Biz Invoice:

  1. Check if the ABN is displayed in Biz Invoice Settings.  An ABN is required to issue invoices with GST. Biz Invoice will pick up the ABN associated with the primary account owner’s Westpac Live Online Banking profile. 
  2. If there is an ABN on the primary account owner’s profile and the ABN is not displayed, please contact Customer Care on 132 142.
  3. If you are a:
    • Sole trader, you can add and update your ABN for your online banking profile in Westpac Live Online Banking. Head to Services & Preferences, then preferences.
    • Network Administrator of a Business Network, you can add and update your ABN for your business’ online banking profile under the Administration tab. Head to Business Contact details.

Find our more

Creating an Invoice

Yes, this can be done each time the invoice is sent out via the Comments section in the email confirmation. For example, including a link to the website with your returns policy.

Currently, you can send an invoice from an eligible foreign currency account in the currency of the foreign account (excluding Chinese Yuan RMB). These currencies are Canadian Dollars, Danish Kroner, Euro, Great British Pounds, Hong Kong Dollars, Japanese Yen, New Zealand Dollars, Norwegian Kroner, Singapore Dollars, South African Rand, Swedish Kroner, Swiss Francs, Thai Baht and United States Dollars.

Foreign currency customers can pay an invoice using the bank account details on your invoice. 

Yes. When adding an item to your invoice you will have the option to add a discount to an individual item in that invoice. Future invoices will not automatically have the discount applied to that item. You will need to apply the discount for each item each time as necessary.

Westpac Place, Floor 1, 275 Kent St, Sydney, 2000, Australia.

The options for Due Date on an invoice are Today, 7 days from issue, 14 days, 30 days, 60 days and 90 days. There are no other due date options that can be displayed.

To start Biz Invoicing from a specific number, head to Settings and select the invoice number you would like to start on, if available. Then all new invoices are incremented by 1.

Invoice numbers cannot be changed on an invoice to invoice basis.

Reconciling invoices

No.  This payment won’t auto-reconcile. You will need to manually reconcile the invoice and payment. 

NOTE: the auto-reconciliation function is only available for linked Business One Low or Business One High accounts. All Foreign Currency Accounts which are linked to Biz Invoice require manual reconciliation.

Currently, the Biz Invoice dashboard only provides you with the last 30-day snapshot of total amounts paid and cannot be amended to reflect longer periods.

 

Additionally, Biz Invoice offers a report on all your reconciled invoices from your first reconciled payment until the date of the report. Find the report from the Reports tab, select download CSV and the Reconciled payments summary report will be in your downloads.

Resend, remind and cancel invoices

From the Invoice screen, select the invoice you would like to send a reminder for under the ‘More Actions’ drop down, select send reminder.

You can set up Biz Invoice to automatically send reminders if an invoice is overdue.

When creating your Biz Invoice, toggle Yes for ‘Auto send payment reminders’ and reminders will be sent every 3, 7 and 14 days after the due date unless paid.

For more help, refer to our ‘Resend, remind and cancel’ Biz Invoice Video

When creating your Biz Invoice, toggle Yes for ‘Auto send payment reminders’ and reminders will be sent every 3, 7 and 14 days after the due date unless paid.

For more help, refer to our ‘Resend, remind and cancel’ Biz Invoice Video

Each Biz Invoice you create has a unique URL, which you can copy and send to customers via text message or email. Once on the Biz Invoice dashboard, select Invoices and select the one you want the URL of, then in the ‘More options’ menu select Copy URL. You can now paste the URL into an email, text message or WhatsApp® message. See full guide

Only Westpac issued American Express cards are accepted. American Express cards issued outside of Westpac will not work. 

BPAY® available for sole traders

Once on the Biz Invoice dashboard, select Settings and Edit settings and click on ‘CLOSE BPAY’ to close the BPAY account. Once you’ve done this, any future invoices you create will not feature BPAY details. However, past invoices will still provide the BPAY option. See full guide.

If you close your BPAY Sub-Biller account, you will have the option to register again, however your Sub-Biller code will be different to the previous one. 


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Things you should know
To be eligible for Biz Invoice you must be registered for Online Banking and hold a Westpac Business One Low Plan or Business One High Plan or Foreign Currency Account (excluding the Chinese Yuan RMB foreign currency account).  Terms and conditions, fees and charges apply in relation to the above accounts.This information does not take your personal objectives, circumstances or needs into account. Consider its appropriateness to these factors before acting on it. Read the disclosure documents for your selected product or service, including the Terms and Conditions or Product Disclosure Statement for Westpac's Online Banking facility, Business transaction accounts and Foreign currency account (PDF 3MB), before deciding.
 
BPAY Eligible Account Holders: To be eligible to set up BPAY Payments with Biz Invoice you must be registered for Online Banking and be a Sole Trader who is the sole owner of the Westpac Business One Low Plan or Business One High Plan account to which Biz Invoice is linked. This information does not take your personal objectives, circumstances or needs into account. Consider its appropriateness to these factors before acting on it.  Read the disclosure documents for your selected product or service, including the Biz Invoice BPAY Sub-Biller Agreement Terms and Conditions (PDF 104KB) and Direct Debit Request including the Direct Debit Request Service Agreement (PDF 36KB), before deciding.  Terms, conditions, fees, charges and eligibility apply. Full details are available on application.

BPAY® is a registered trademark of BPAY Pty Ltd ABN 69 079 137 518.