Welcome to the Xero integration training chapter! Here you will learn how to connect to Xero, the coding and export options that are available and much more.
To begin, let’s jump straight into this short video that will highlight how the Xero integration works:
We hope you found the training video helpful! Now we're going to move on to a quick recap of the important bits, to get you on your way with setting up a client on the Xero Integration.
Once you have successfully connected the client's Expensify policy to Xero, the first step is to choose and configure the coding requirements to tailor them to the client's needs. If you’re having trouble connecting to Xero, revisit this guide here.
The integration will allow you to import and enable the following data from Xero:
- Chart of Accounts
- Tracking Categories
- Customer Contacts
- Tax Rates
Clients have different requirements, so some will need certain coding options enabled that others will not. For example, you might have a client that recharges expenses to their customers. In that scenario, you will likely want to enable Billable Expenses, to make the list of Customer Contacts available to be selected at the expense line-item level.
If you wish to add new values within your coding options, you will do this in Xero as normal and these changes will be reflected in Expensify automatically, when the nightly Auto Sync takes place.
Click here to learn more about the configuration options with Xero.
Exporting Expense Reports to Xero
When an expense report has completed its journey through each step in the approval workflow, the report will be moved to the Approved status. At this point it will export to Xero automatically, unless you are using our Direct Reimbursement feature, in which case we’ll automatically export the report to Xero when it is in the Reimbursed status.
There is a slight difference between where reimbursable and non-reimbursable expenses end up when they export to Xero:
- Reimbursable expenses will be imported as Purchase Bills
- Non-Reimbursable expenses will be imported as Bank Transactions
All of the line-item detail will be available to see on the expense in Xero and we’ll even attach a PDF of the expense report which includes the receipt images as an additional reference point.
Click here to read more about exporting to Xero.
How to Reconcile Company Card Transactions
Reconciling your clients’ company cards has never been easier. Expensify helps you to confirm the statement amount, see which cardholders have outstanding expenses and ensure all expenses are processed to Xero in a timely manner.
Click here to revisit our Company Card Administration & Reconciliation Chapter for a deeper dive.
Tracking Tax with Expensify & Xero:
Once you have enabled Tax Rates within the Xero integration settings, the Xero Tax Rates will be imported into Expensify to be applied to your clients' expenses.
- The default tax rate for the policy will automatically be added to all expenses
- If the tax on your receipt is different to the default tax rate, you can select the appropriate rate from the drop down list on the line-item level
- The tax amount will automatically be calculated. If the tax amount on a receipt is different to the calculated amount, manually type in the correct tax amount
That's it, folks! Click the big blue button below to put your new found knowledge to the test. Good luck, we believe in you!