How-to: Export Invoices to Xero

Gabe Essner
Gabe Essner Expensify Customer, Expensify Team Posts: 3 Expensify Team

Export Invoices to Xero!

You can export invoices from Expensify to Xero, attributing the invoice to the Customer it was sent to!

When an invoice has been marked as paid in Expensify, the paid status will transfer to Xero and vice-versa, making this a simple and low effort solution for tracking your Invoices!

Let's get started!

  1. Navigate to Settings > Policies > Group > [Policy Name] > Connections > Configuration
  2. Click on the Advanced tab 
  3. Scroll down to “Xero invoice collection account”. You will see a dropdown of your available Accounts Receivable accounts imported from Xero
  4. Select the account you would like your Invoices to export to

Pro- Tip: If you don't see any accounts available in the dropdown menu, try syncing your Xero connection. {To do this, go back to the Connections page and click Sync Now}.

Exporting an Invoice to Xero

Invoices will automatically export to Xero when they enter the Processing or Paid state. This allows you to maintain a consistent matching record of unpaid and paid invoices.

If you have Auto Sync disabled instead, you'll need to manually export your Invoices along with your Expense Reports. Once you're ready to export your Invoice/s to Xero, you just need to follow these three simple steps!

  1. From your Reports page, use the filters to find the Invoices you want to export
  2. Select the Invoices you want to export
  3. Click Export to > Xero on the top right-hand side

When exporting to Xero, the export will match the invoice recipient’s email address to a customer record in Xero. This means that each customer listed in Xero needs to have an email address listed in their profile.

If we can't find a match on export, we'll create a new customer in Xero.

Once exported, the invoice will appear against the Accounts Receivable account you selected in your Xero Export configuration.

Updating an Invoice to Paid

Once the invoice is marked as Paid in Expensify, this status will appear automatically within Xero. Likewise, if the Invoice is marked as Paid in Xero, this will automatically update in Expensify.

The payment will reflect against the Collection account you've selected in your Advanced Settings Configuration.