ExpenseIn uses a powerful CSV building tool that can be easily customised so that data exported from ExpenseIn can be imported directly into Xero by simply uploading a CSV file.
We have created two pre-defined export formats for Xero that can be added to your ExpenseIn account:
Xero Reimbursable
Xero Company Card
Note: We recommend that you look at the Xero Import Documentation to ensure you understand how the import works.
Prerequisites
Before you add our Xero export format(s) to your account, you'll need to ensure your Admin area is up-to-date and the references you have within your Xero account match the ones in your ExpenseIn account. This will allow the data to be imported into Xero correctly.
Follow each point below to ensure you have the correct references set up in ExpenseIn.
Users - Review or edit your users to ensure the User References match the Supplier Names in Xero. You can do this in the Users section of the Admin area (under the User Management heading).
Categories - Review or edit your categories to ensure the Category References match the Account Codes in Xero. You can do this in the Categories section of the Admin area (under the Account Setup heading).
Tax Rates - Review or edit your tax rates to ensure the Tax Rate References match the Tax Rate Names in Xero. E.g. If the 20% rate is called 20% (VAT on Expenses), you'll need to input this as the reference.
You can do this in the Tax Rates section of the Admin area (under the Rates heading).
Departments - If your ExpenseIn Departments are set up as Tracking Categories in Xero, review or edit your departments to ensure the Department Names match the Tracking Category options in Xero. You can do this in the Departments section of the Admin area (under the User Management heading).
Projects - If your ExpenseIn Projects are set up as Tracking Categories in Xero, review or edit your projects to ensure the Project Names match the Tracking Category options in Xero. You can do this in the Projects section of the Admin area (under the Account Setup heading).
How to add a Xero CSV export format
Once the Admin area has been configured to match your Xero account, you can add the relevant Xero CSV export format to your account by following the steps below:
1. Click the Account Name > Admin.
2. In the Account Setup section, click the Export Formats subheading.
3. Click the New Expense Format button.
4. Find the Xero section and click Add + next to the required Xero export format.
5. Once the format has been added, click the Edit icon next to the new format (or click the three dots icon and select Edit from the drop-down) to review the mappings between the ExpenseIn Data Fields and Xero.
Note: We automatically use the names of the columns that Xero requires so that the import process is as easy as possible.
6. Once you're happy that the Export Data Fields are set up to match where your Xero references are stored in ExpenseIn, close the window (or click Update if you made any changes).
Note: If you're using the Company Cards Xero Export Format, the format is set up to create bills against a single Supplier in Xero, so you'll need to edit the Field Options field to enter the name of the Xero Supplier you use for your company card expenses.
You can now use the export format to export your expenses to a CSV file that can be imported directly into Xero. Once you've exported your expenses, you can import the file into Xero.
Note:
Expenses will not be grouped in Xero.
If you're unsure on how to import a CSV file into Xero, reach out to Xero Support directly.
If you have any further questions or require further guidance when setting up your export format for importing expenses into Xero via a CSV file, please contact our Support team.