To use your Expend cards with Xero, you need to connect your company's Expend and Xero accounts and configure some syncing options. This only needs to be done once (but you can make changes in the future if necessary).
Note: You can set up Xero syncing before you've received your Expend cards, and you can start using your card before setting up syncing – all the transactions are synced to Xero as soon as the setup is complete.
To set up your Xero integration:
- Go to Expend dashboard at app.expend.io.
- Go to Integrations and click Xero.
- Follow the steps to connect to Xero and configure syncing. All setup and configuration for syncing Expend with Xero is done on this page.
1. Turn on Xero syncing
The Xero Syncing box shows whether Expend is currently connected to Xero.
Connecting to Xero
- Click the Connect button to connect your Xero account and your Expend account. You’ll be redirected to Xero.
- Log in to your Xero account and click Allow Access to authorise Expend to access your Xero data. You’ll be returned to the Expend dashboard to continue setup.
Disconnecting from Xero
To disconnect and stop syncing, simply click the Disconnect button.
2. Set control accounts
Expend needs two new accounts, for Fund Control and Uncategorised Expenses, in your Xero Chart of Accounts. They will be used to record transactions made with your Expend card and to keep track of money loaded into your account.
Note: This step only needs to be completed the first time you set up syncing.
Click the Create account button for each and enter an account code in the form that opens. The account you create is automatically selected and shown in the drop-down list next to the button when you finish.
Note: The first time you do this configuration, it is recommended that you create new accounts and not use existing accounts. If you create accounts but don't complete setup, you can select the accounts you created from the drop-down lists provided.
3. Configure account mappings
When you submit an expense report for a transaction in Expend, you can select a category for that expense, such as Travel, Entertainment, Office supplies, and so on. Using the category you selected, Expend files it to the appropriate account in your Xero Chart of Accounts. In this section, you can set up which Expend category maps to which Xero account.
If you don't find the account you need, you can create one and Expend will set it up for you in Xero. Simply click Create Xero Account and, in the form that opens, select Expense as the account type and enter an account name and code. Note that the account will be created in Xero as with the account type “Expense” and tax setting “Zero Rated Expenses”. You can change this in your Xero Chart of Accounts if needed.
Saving your configuration
Click Save and Start Sync to finish and save your configuration. If you make changes in the future, your updated settings will apply to all new transactions and expenses.