Integrate Directly With Xero

Companies with Team or Corporate policies can integrate with Xero. The integration enables seamless import of expense accounts into Expensify and sends back expense reports to Xero as purchasing bills awaiting payment or ‘spend money’ bank transactions.


Connect Expensify and Xero

  • Navigate to Admin > [Policy Name] > Connections > Xero

  • Select the Connect to Xero radio button and click Create a new Xero connection

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  • Enter your Xero login information and choose the Xero organisation you want to connect to Expensify (you can connect one organisation per policy)
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Configure the connection

After connecting Expensify with Xero, the next step is to configure how the information is shared between the two systems. 

Categories

  • Xero expense accounts and accounts marked with Show In Expense Claims will be automatically imported into Expensify as Categories

  • After connecting, go to Admin > [Policy Name] > Categories to see the accounts imported from Xero

  • Use the enable/disable check-box to choose which Categories to make available to your employees

  • Click the blue settings cog to set Category specific rules such as maximum amount, receipts required, comments and comment hints

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Tracking categories

If you use Tracking categories in Xero then you can import them into Expensify as either a Tag, Report Field, or the Xero contact default

  • Tag applies a tracking category per expense

  • Report Field applies a tracking category to the whole report

  • Xero contact default applies the default tracking category set for the submitter in Xero. If the submitter is not set up in Xero or has no defaults set, the field will be left blank.

Tax

Our tax tracking feature allows you to apply a tax rate and tax amount to each expense

  • Enable Tax tracking in your Xero configuration and the taxes set up in Xero will automatically be imported into Expensify as Taxes

  • After connecting, go to Admin > [Policy Name] > Tax to see the taxes imported from Xero

  • Use the enable/disable button to choose which taxes to make available to your employees

  • Select a default tax to apply to the policy (this will automatically apply to all new expenses)

For more details on Tax tracking see our help page

Billable expenses

  • If you bill expenses to your customers, you can track and invoice your expenses with Expensify and Xero

  • If enabled, Xero customer contacts are automatically imported into Expensify Tags that can be applied to expenses

  • After being exported to Xero, tagged billable expenses can be placed on a sales invoice to your customer

Note that in order for expense to be available to place on a sales invoice, you'll need the following:

  • Ensure Billable expenses is enabled in the Xero configuration settings

  • The expense is marked as billable

  • The expense is tagged with a customer

Auto sync

Auto sync (set on the Advanced tab) will keep your Expensify information current and reduce the number of errors you experience with out-of-date Xero data, as well as saving you time with syncing. We will automatically update accounts (as categories), tracking categories (as either tags, report fields or the employee’s default), taxes and customers (for billable expenses) depending on the preferences you set on your Xero configuration.

Export settings

Preferred Exporter - Any policy admin can export to Xero, but only the preferred exporter will see reports that are ready for export in their Inbox.

Reimbursable expenses export to Xero as bills awaiting payment with the following additional settings:

  • Bill date - either the report's submitted date, the report's exported date, or the date of the last expense on the report (set on the Export tab)

  • Bill status - either Draft, Awaiting Approval, or Awaiting Payment (set on the Advanced tab)

  • Reimbursement - you can also sync the report status between Expensify and Xero, whereby if you reimburse a report via ACH direct deposit in Expensify, the purchase bill will be marked as paid in Xero (and vice-versa). You'll also want to select an account in Xero to post that bill payment (set on the Advanced tab)

Non-reimbursable expenses (such as company card transactions) export to Xero as bank transactions with one transaction per line-item (expense) created in the bank account of your choice.

If you have multiple corporate cards, you can assign each card to its corresponding account in Xero via the Company Cards page under Domain Control


Export from Expensify to Xero

  • Navigate to the Reports page and select the reports you wish to export
  • Click Export to > Xero. It is important to note that only the admin that connected to Xero in Expensify will be able to export expense reports from Expensify 

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  • Exported reports will be marked in Expensify with a small Xero icon
  • A link to the expense in Xero will be posted as a report comment on the bottom of the report
  • A link to the report in Expensify will be added to the purchase bill or bank transaction in Xero via the 'Go to Expensify' button

Still need help?

Our friendly success team is here to help! Send us an email to help@expensify.com and we'll get back to you within 24 hours.