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Zoho Expense - Xero Integration

In this guide, you’ll learn how to integrate your Zoho Expense account with Xero’s accounting software. Before we do that, let’s take a look at some of it’s benefits.

How it works

Once you integrate Zoho Expense and Xero, all your Expense Accounts, Customers and Tracking Categories in Xero are imported as Categories, Customers and Tags respectively. The reimbursable expenses are exported as Bills and the non-reimbursable expenses are exported as Bank Transactions to Xero.

Connect to Xero

Connecting to Xero

Connecting your Zoho Expense account with Xero is easy. In this page, we’ll learn about:

Authorizing access to Xero

This is the first step towards setting up the integration with Xero. To set up:

  Connect to Xero

By doing so, you will be redirected to Xero’s sign-in page:

Login to Xero Allow Access to Xero Redirecting to Zoho Expense

Note: You cannot connect multiple Xero organizations to your Zoho Expense organization and vice versa.  Also, ensure that the organizations in both Xero and Zoho Expense have the same base currency.

Configuring the Integration

Once you authorize access to Xero, you will be redirected to your Zoho Expense account to set it up. Here, you can configure how the data has to be imported from Xero and exported to Xero. Also, you can map Zoho Expense’s fields with Xero’s fields.

Import from Xero

To export expenses from Zoho Expense to Xero, the expense accounts and customers in Xero has to be fetched. It is for this purpose, we import data from Xero.

Note: You will not be able to export the expenses that have been associated with the categories that are activated after the sync.

Import from Xero Instant Sync

Export to Xero

Let’s take a look at how you can export the reimbursable and non-reimbursable expenses from Zoho Expense to Xero.

Exporting Reimbursable Expenses

Exporting Non-Reimbursable Expenses

Note: If an expense report has credit expenses and the reimbursable total of the expense report is less than zero, it will be exported to Xero as a Supplier Credit Note.

Export to Xero

Advance Payments

Export Advance Payments

Mapping fields

You can map the taxes and tags in Zoho Expense with Xero’s taxes and tracking categories respectively.

Taxes

The taxes that have been created in Zoho Expense can be mapped with the corresponding taxes in Xero. To map the taxes:

Tracking Categories

The tags that have been created in Zoho Expense can be mapped with tracking categories in Xero. To map the tags and tracking categories:

Note: After mapping the tags and tracking categories, the existing options of the tags in Zoho Expense will become inactive.

Mapping taxes and tracking categories

Configuring Export of Reports

Once the report is approved, it is ready to be exported to your Xero account. It can be automatically exported to Xero upon approval or manually exported by the admin who initiates the integration with Xero.

Automatic OR Manual export of reports

After you’ve chosen the data you would like to import, export and map, click Save. The data that you’ve chosen to import, export and map will be auto-synced once a day. You can also do instant sync by clicking the Instant Sync button in the Xero integration page.

Now, you’re all set to enjoy the Zoho Expense – Xero integration. 

Mapping Card Feeds

Sometimes, you might want to export card feeds recorded in Zoho Expense to Xero for accounting or other purposes. You can export your card feeds in Zoho Expense to Xero in a few simple steps:

1) Associate a card feed in Zoho Expense with a card in Xero.

Mapping card feeds

2) Export reports associated with the card in Zoho Expense to Xero.

3) View all transactions of this card in Xero.

Note: You can view the exported transactions under the associated card’s feed in Xero.

Mapping Users and Vendors

When you export reimbursable expenses from Zoho Expense, they will be exported as bills to Xero and the vendor of the bill will be the user who had created that expense. Hence, to fetch the vendors for creating bills in Xero, you will have to map the users in Zoho Expense with the vendors in Xero. To map the users:

Once this is done, whenever a reimbursable expense created by the user is exported, the mapped Xero vendor will be the vendor of the bill. 

Note: If you have not mapped the user with the corresponding Xero vendor while exporting reimbursable expenses, a new vendor will be created in Xero and this vendor will be automatically mapped with the user in Zoho Expense.

Mapping Users and Vendors

Mapping Merchants and Vendors

When you export non-reimbursable expenses from Zoho Expense, they will be exported as bank transactions to Xero. If you have configured merchants to be the payee of the bank transactions, you can map the merchants in Zoho Expense with the vendors in Xero. To map the merchants:

Once this is done, whenever a non-reimbursable expense with the merchant is exported, the mapped Xero vendor will be the payee of the bank transaction.

Note: If you have not mapped the  merchant with the corresponding Xero vendor while exporting non-reimbursable expenses, a new vendor will be created in Xero and this vendor will be automatically mapped with the merchant in Zoho Expense.

Mapping Merchants and Vendors

Exporting your reports to Xero

Your expense reports can be exported manually or automatically upon approval, as per the configurations made in the Xero integration page. If you choose to export your reports manually, perform the following steps:

Export Reports to Xero

Disconnecting the integration

When you disconnect the integration, you will no longer be able to export your expense reports to Xero. However, all the imported accounts, users and customers from Xero will continue to remain active in Zoho Expense.

To disconnect the integration: 

Disconnect Xero integration

A pop-up will appear on the screen. Click Confirm to disconnect the integration.  

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