If you wish to reconcile your Expend card transactions in Xero, there are two ways we recommend doing this. Both ways are explained in this article.

  • Export your transactions to a CSV file from Expend and upload them to Xero as a bank statement. After you import the CSV file, transactions must be checked one by one and marked as reconciled.
  • Reconcile transactions without importing a CSV file. 

It’s also useful to know the best way to reconcile a bank transfer to top up your Expend float account. This is explained at the end of the article.

Reconciling with a CSV statement

You can reconcile your Expend card transactions by exporting them to a CSV file and uploading them to Xero as a bank statement. After you import the CSV file, transactions must be checked one by one and marked as reconciled.

Note: Xero does not currently provide the ability for Expend to offer a direct bank feed. For now, please ignore any prompts from Xero to add a direct feed.

To reconcile using a CSV statement, follow the steps below.

1.  Export an Expend statement

Start by downloading a CSV statement of your transactions from the Expend dashboard. The fields in the CSV file are ordered and formatted according to Xero’s requirements.

  1. Sign in to the Expend dashboard at app.expend.io.
  2. Under Reporting & Exports, click Exports, and go to Statement at the top.
  3. Select a From and To date*. All transactions between and including these dates will be exported. Leave the fields empty to include ALL transactions.
  4. In the Format field, select Xero.
  5. Click Download.

*In the date picker, you can select the day and month in the header to change the date without changing the year.

Please note: Transactions marked “Authorised” in the app aren't exported to the CSV file. Once “Authorised” has cleared from a transaction, it will be exported.

2.  Import the CSV file into Xero and reconcile

After exporting the CSV statement, import it into Xero and reconcile the transactions.

  1. In Xero, go to Accounts > Bank Accounts and select the Expend account.
  2. Click Manage Account, click Import a Statement, and select the file you exported from Expend.
  3. Follow the steps as they are presented in Xero.

Reconciling without a CSV statement

If you use Expend’s Xero integration, every Expend card transaction is immediately synced to Xero. Transaction details are captured by Expend and synced directly without any intervention by another system or person. In this way, Expend avoids the mistakes that humans sometimes make when entering transaction and expense details.

We are confident that the transactions in Expend’s CSV statement will match the transactions on your Expend account in Xero, and once you feel confident of the same, you may find it easier and quicker to reconcile your Expend transactions without a statement. To do this, follow the steps below.

1.  Enable “Mark as Reconciled” in Xero

  1. In Xero, go to Accounts > Bank Accounts and select the Expend account. 
  2. In the menu bar near the top of the page, click the question mark icon on the right. 
  3. Click Enable Mark as Reconciled. A button labelled More becomes available just above your transactions (next to the Remove & Redo button).

2.  Reconcile transactions

When “Mark as Reconciled” is enabled, you can reconcile transactions as follows:

  1. Select one or more transactions by clicking the checkbox on the left. (Click the checkbox in the header row to select all transactions.)
  2. Click the More button, and then click Mark as Reconciled.

Reconciling an Expend float account top-up

When you have topped up your Expend float account from another of your Xero bank accounts, such as your main business bank account, what is the best way to reconcile that transaction? During reconciliation, it may seem logical to create a “transfer between bank accounts” transaction, but instead, we recommend creating a “spend or receive money” transaction.

Why is this?

When a bank transfer arrives, we can’t tell what bank account it came from. It could be the account from which you normally top up Expend, or you could have received a bank transfer from somewhere else. For this reason, we handle these bank transfers by assigning them to come from the Fund Control account you assigned during your Xero configuration. If you have reconciled your transfers to go into that account and find that the balance is still negative, you’ll know that you received money from elsewhere.

How to reconcile a bank transfer

  1. Find the transaction on the Reconcile tab.
  2. On the right of the transaction, in the “match” column, click Create.
  3. In the What field, select your Fund Control account. This is the control account for keeping track of money loaded to your float account that you created and selected when setting up your Expend integration with Xero (see Set up your Expend integration with Xero, 2. Set control accounts).
  4. Complete the other fields, ensuring that you’ll be able to identify the transaction.
  5. Click OK to reconcile.

When you view your Fund Control account, there will be matching debit and credit transactions to balance the amount transferred / topped up.

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