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Biz Invoice FAQs

Get the answers to the most frequently asked questions about our online invoicing tool.

General questions

Business One Low or Business One High accounts

Example of Biz Invoice

Foreign currency accounts

Example of Biz Invoice Foreign currency accounts

This all depends on the device and program your customer is using, but each email will feature these key details:

  • The invoice number, amount and your business name in the subject line
  • invoicing@e.westpac.com.au as the sender
  • The date payment is due
  • A link to view the invoice online and option to download it as a PDF if required.

Each Biz Invoice profile can only be linked to one account. This means that if you create a customer or line item in the Biz Invoice linked to your foreign currency account, the information will not be shared with a Biz Invoice profile linked to a Business One Low or High account.

If you close the account Biz Invoice was set up with, you’ll lose access to your invoice records and data. Therefore, it’s a good idea to download PDFs of all the invoices you’ve generated before closing an account. 

You can also generate a report of payments that have been automatically or manually reconciled, and export it as a CSV file. To do this, sign in to Biz Invoice from a PC, select the Reports tab and follow the screen prompts. Learn more about reconciled payment summaries.

Auto-reconciliation is available for payments into Business One Low and High accounts. Payments are automatically reconciled when customers include the invoice number in the payment description – as requested on each invoice. 

Payments into foreign currency accounts have to be manually reconciled. 

If a reconciliation is incorrect, you can un-link a payment from an invoice by selecting the invoice then the Un-link Payment option. This will not return or cancel the payment made to your account, it will simply cancel the reconciliation. You can then manually reconcile the payment to the correct invoice if you wish to.

When you first access Biz Invoice, you are given the option to customise your invoice template with a trading name and/or business logo. From then on, those items 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).

Invoice templates differ depending on the type of account the invoice is linked to. For example, invoices linked to Business One High and Low accounts offer the option of featuring and calculating GST, while those linked to foreign currency accounts do not include GST or any other tax that may be required in your customer's country.

Please note, the only way to add any currency conversion fees, international transfer fees, or other fees associated with any international money transfers, is to manually enter them as separate line items.

It's easy to refund a payment that was made to you with BPAY. Read more on BPAY refunds.

Foreign currency account questions

Biz Invoice is available with foreign currency accounts 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
  • United States Dollars. 

Chinese Yuan RMB accounts are not eligible for Biz Invoice. 

You’ll need a separate bank account for each currency you wish to invoice in, meaning that the Biz Invoice accounts will be separate too. 

Depositing and withdrawing payments to and from a foreign currency account can incur fees, and it’s important that you familiarise yourself with them before opening an account. Also, in addition to Westpac’s fees, when you receive an international payment, other charges may be added by intermediaries including the invoice recipient’s bank. 

The fees associated with each payment (including any fees associated with currency conversion) are likely to vary for each transaction. Unless manually entered as separate line items, none of these fees will be included in any invoice generated by Biz Invoice, and therefore they will not be reflected in the total amount of each invoice issued. 

It’s important to note that you are responsible for confirming the costs associated with any payment with your customer, and advising whether these fees are payable by you or them.

For more information about Westpac fees, please see our foreign currency account Terms & Conditions (PDF 291KB) and International Products and Services Standard Fees (PDF 1MB).

With Biz Invoice linked to an AUD transaction account, you can invoice and receive payments from customers in Australia. Link the tool to a foreign currency account and you can invoice and receive payments internationally in a foreign currency.

The foreign currency version of Biz Invoice differs in these three respects:

  • No BPAY® option
  • GST and any other taxes that may be required in your customer's country are not calculated and added automatically (but can be entered manually as line items)
  • No auto-reconciliation function.

Your customers pay by direct deposit (via international transfer) into the bank account detailed on your invoice – either in the same currency as your foreign currency account, or a in a different currency.

If they choose to pay in a different currency:

  • The amount transferred will be converted to your account currency
  • They may be charged a conversion fee by their bank in addition to any other fees that may apply.

The fees associated with each payment (including any fees associated with currency conversion) are likely to vary for each transaction and may not be reflected in the total amount of the invoice issued. Therefore, it’s important that you:

  • Advise your customer to check the applicable currency exchange rates before they choose to convert 
  • Confirm with them the fees and charges associated with any payment and agree whether these fees are payable by you or them.

Yes. Due to the time differences associated with international transactions, there may be a delay in the processing and currency conversion of the payment from your customer’s account to yours.

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

They will need to enter the ‘payee’s bank’s address’, namely: 

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

Managing your invoice template

Sign in to Biz Invoice from a desktop, select Settings and scroll down to choose Edit settings. Then select CLOSE BPAY. Once you’ve done this, any future invoices you create will not feature BPAY details. However, past invoices will still provide the BPAY option.

If you close your BPAY account, then want to register again, your BPAY number will be different to the previous one. Learn more about removing BPAY.

To start your Biz Invoice invoicing from a specific number, sign in from a desktop, head to Settings and next to Start your invoice number from, enter the number you would like your first invoice to use. Each subsequent invoice number will increase by one.  

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

The name of the transaction account is used on the invoice template. 

You can also add a trading name to your invoice. In order to do this, please follow these steps: 

 

  1. Sign in to Westpac Online Banking and head to Biz Invoice from a desktop
  2. Select Settings and scroll down to select Edit Settings
  3. Under Trading name input the name you would like to appear on invoices along with your account name 
  4. Scroll down and select Save

By default, Biz Invoice will display your registered business address. You can change this to a different address in Online Banking, or choose not to feature an address at all.

Sign in to Biz Invoice, head to Settings and choose Edit settings at the bottom of the page. Then update your address in the relevant field, and select Save.

It’s important to note this will not update the address you have registered with Westpac. To update the address of your account(s), Learn how to update your registered business address.

If you prefer not to display an address on your invoices, head back into Settings then select Edit at the bottom of the page. Next to the words Would you like to display your business address on the invoice?, select No then Save. This change will apply to all future invoices, but not those already sent.

When you generate an invoice, you can choose a Due Date of Today, or 7, 14, 30, 60 or 90 days from issue. 

You will not be able to change the issued or due dates once an invoice has been sent.

An ABN is required if you wish to have GST added to your invoices. By default, Biz Invoice uses the ABN associated with the primary account owner’s Online Banking profile.

To change the ABN displayed on invoices, sign in from a desktop, select the Settings tab and choose Edit settings at the bottom of the page. Then update your ABN and select Save

Yes. When generating an invoice, you’ll have the option to add a discount to each individual line item. 

The discount will only apply to that invoice. Future invoices will not automatically have the discount applied to that specific item.

To add GST to your invoices, you’ll first need to have an ABN registered in the Online Banking profile of your Business One Low or High account. Biz Invoice picks up and uses the ABN associated with the primary account owner’s profile.

Here’s how to check if you have an ABN registered in Online Banking, and to add one if necessary:

  • Sole trader: Select Services then Preferences, and under Personal details you’ll see information including your ABN.
  • Network Administrator of a business network: Select the Administration tab, then Business Contact details.

If you’ve added an ABN to your profile, the next time you sign in to Biz Invoice from a desktop and select Settings, your ABN will be displayed, and you will be able to issue invoices with GST. 

If the primary account owner’s profile has an ABN but it is not displayed on your invoices, please contact Customer Care on 132 142.

No, but you can add a link to them in the Comments section of the email sent by Biz Invoice. You could, for example, also provide a link to your returns policy.

Sending, resending and reminding

When creating each Biz Invoice, toggle Yes for Auto send payment reminders and reminders will be sent every 3, 7 and 14 days after the due date, until the invoice is paid.

Each Biz Invoice you create has a unique URL, which you can copy and send to customers via text message or email. 

When signed in to Biz Invoice from a mobile or PC, select the invoice you want to share, then in the More options menu select Copy URL. You can now paste the URL into an email, text message or WhatsApp® message.

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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. Read the disclosure documents for your selected product or service, including the Terms and Conditions or Product Disclosure Statement for  Westpac's Online Banking facilityBusiness transaction accounts and  Foreign currency account (PDF 291KB), before deciding.
 
To be eligible to set up BPAY 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. Each BPAY transaction will incur a transaction fee. Read the disclosure documents for your selected product or service, including the  Biz Invoice BPAY Sub-Biller Agreement Terms and Conditions (PDF 248KB) 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 and subject to approval.

BPAY® and Osko® are registered trademarks of BPAY Pty Ltd ABN 69 079 137 518.