The Xero Data Sync allows you to automatically synchronise reference data from Xero into ExpenseIn, helping keep your Admin area up to date and reducing the need for manual updates.
This optional feature of the Xero integration allows you to continue posting expenses and invoices to Xero as normal.
To use the Xero Data Sync, it must be enabled and configured in the ExpenseIn Admin area. See our Configure Xero Data Sync Help Article for setup steps.
Note: You can disable all or part of the Data Sync configuration at any time.
How the Xero Data Sync works
The sync is one-way:
Changes made in Xero update ExpenseIn.
Changes made in ExpenseIn do not update Xero.
If a change is made directly in ExpenseIn to a field included in the sync, it will be overwritten at the next sync unless the same change is also made in Xero.
Sync requirements
At least one item must be enabled in the Data Sync configuration for a sync to occur.
Sync schedule
An initial sync occurs when you click Save & Sync.
An immediate sync occurs after configuration changes when clicking Save & Sync.
Clicking Save only stores configuration changes (no sync is initiated).
A daily sync occurs at approximately 4:00 AM GMT (time subject to change).
Synced fields
When the Xero Data Sync is enabled, Categories, Projects, Departments, Tax Rates, and Suppliers can be kept aligned with your Xero account based on your configuration.
a. Categories
ExpenseIn Data Field | Xero Data Field |
Category Name | Account Name |
Category Reference | Account Code |
Accounts created or updated in Xero will create or update Categories in ExpenseIn.
Note:
Renaming an Account updates the Category Name (if the Account Code remains the same).
Changing the Account Code creates a new Category in ExpenseIn.
Deleting an Account in Xero does not delete the Category in ExpenseIn.
New Categories created apply to 'Purchase Expenses' only by default.
If any of the Category settings need to be adjusted, you can edit the category.
The Category will retain any edits made to fields other than the Category Name and Category Reference in ExpenseIn.
b. Projects
ExpenseIn Data Field | Xero Data Field |
Project Name | Tracking Category Option Name |
Project Reference | Tracking Category Option Name |
Tracking Category Options created or updated in Xero will create Projects in ExpenseIn.
Note:
Renaming a Tracking Category Option creates a new Project.
Deleting a Tracking Category Option in Xero does not delete the Project in ExpenseIn.
New Projects created apply to all expense types (and invoicing) by default.
If any of the Project settings need to be adjusted, you can edit the project.
The Project will retain any edits made to fields other than the Project Name and Project Reference in ExpenseIn.
c. Departments
ExpenseIn Data Field | Xero Data Field |
Department Name | Tracking Category Option Name |
Department Reference | Tracking Category Option Name |
Tracking Category Options created or updated in Xero will create Departments in ExpenseIn.
Renaming a Tracking Category Option creates a new Department.
Deleting a Tracking Category Option in Xero does not delete the Department in ExpenseIn.
If any of the Department settings need to be adjusted, you can edit the department.
The Department will retain any edits made to fields other than the Department Name and Department Reference in ExpenseIn.
d. Tax Rates
ExpenseIn Data Field | Xero Data Field |
Tax Rate Name | Tax Rate Name |
Tax Rate Reference | Tax Rate Name |
Tax Rate (%) | Tax Rate (%) |
Tax Rates created or updated in Xero will create Tax Rates in ExpenseIn.
Note:
Renaming a Tax Rate creates a new Tax Rate.
Updating the Tax Rate (%) in Xero does not update or create a Tax Rate in ExpenseIn; the existing Tax Rate remains unchanged.
Deleting a Tax Rate in Xero does not delete the Tax Rate in ExpenseIn.
If any of the Tax Rate settings need to be adjusted, you can edit the tax rate.
The Tax Rate will retain any edits made to fields other than the Tax Rate Name and Tax Rate Reference in ExpenseIn.
e. Suppliers (Invoicing module only)
ExpenseIn Data Field | Xero Data Field |
Supplier Name | Contact Name |
Supplier Reference | Account Number |
Contacts (Suppliers) created or updated in Xero will create or update Suppliers in the ExpenseIn Invoicing module.
Note:
Renaming a Contact updates the Supplier Name (if the Account Number remains the same).
Changing the Contact's Account Number creates a new Supplier in ExpenseIn.
Deleting a Contact in Xero does not delete the Supplier in ExpenseIn.
If any of the Supplier settings need to be adjusted, you can edit the supplier.
The Supplier will retain any edits made to fields other than the Supplier Name and Supplier Reference in ExpenseIn.
Additional Information
If you have any questions about the Xero Data Sync or the required setup, contact our Support team for assistance.