Deep Dive: Configuring export settings for Xero

Ariel Green
Ariel Green Expensify Team, Expensify Student Ambassador Posts: 111 Expensify Team
edited July 2021 in Deep Dive Docs
When integrated with Xero, there are a number of different settings that inform how your reports appear on the Xero end. These settings are managed via Settings > Policies > Group [Policy Name] > Connections > Accounting Integrations > Xero > Configure > Export.
Let's go over them!

Xero Organization

If you have more than one organization set up in Xero, you will be able to select which one you want to connect to here:

There are a few things to note with this:
1. You will only have this option if you have multiple organizations set up in Xero
2. Each policy can only connect to one organization
3. If you create a new organization in Xero after your connection is already established, you will need to disconnect and reconnect to Xero before it will appear in the dropdown list (before you disconnect, just be sure to take a screenshot of your current configurations by clicking Configure and checking the Export, Coding, and Advanced tabs so you can set this up again easily)

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 — the bill is posted on the last day of the month in which expenses were incurred.

To view the bills in Xero, navigate to Business > Purchase OverviewAwaiting Payments. Bills will be payable to the individual who created and reported the expense. 

Here's an example of what the bill represents in Xero (note that the receipt image can be found by clicking on receipt file at the top right-hand corner):

Non-reimbursable Expenses

Non-reimbursable expense (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. Each expense will also post using the transaction date that matches the date on your bank statement.

Once exported, you can view the expenses in Xero by navigating to Dashboard select your company card > and finding the correct expense:

If you are centrally managing your company cards, you can export expenses from each individual card to a specific account in Xero. Here are some resources on that:

Have a question or want to know more? Start a discussion here!