Xero Integration - New Expensify

Integrate your New Expensify workspace with Xero to automatically sync expenses, tracking categories, customers, and tax rates between both platforms.

Security Requirements

Two-Factor Authentication Required: You must enable 2FA on your Expensify account before connecting to Xero.

The Xero integration requires enhanced security through two-factor authentication:

// Source: src/components/ConnectToXeroFlow/index.tsx
function ConnectToXeroFlow({policyID}: ConnectToXeroFlowProps) {
    const {translate} = useLocalize();
    const {environmentURL} = useEnvironment();
    const [account] = useOnyx(ONYXKEYS.ACCOUNT);
    const is2FAEnabled = account?.requiresTwoFactorAuth;
    const isUserValidated = account?.validated;

    useEffect(() => {
        if (!is2FAEnabled) {
            setIsRequire2FAModalOpen(true);
            return;
        }
        openLink(getXeroSetupLink(policyID), environmentURL);
    }, []);

    if (!is2FAEnabled) {
        return (
            <RequireTwoFactorAuthenticationModal
                onSubmit={() => {
                    const validatedUserForwardTo = getXeroSetupLink(policyID);
                    if (isUserValidated) {
                        Navigation.navigate(ROUTES.SETTINGS_2FA_ROOT.getRoute(backTo, validatedUserForwardTo));
                        return;
                    }
                    Navigation.navigate(
                        ROUTES.SETTINGS_2FA_VERIFY_ACCOUNT.getRoute({
                            backTo,
                            forwardTo: ROUTES.SETTINGS_2FA_ROOT.getRoute(backTo, validatedUserForwardTo),
                        }),
                    );
                }}
                isVisible={isRequire2FAModalOpen}
                description={translate('twoFactorAuth.twoFactorAuthIsRequiredDescription')}
            />
        );
    }
}

Setup

Enable Two-Factor Authentication

Go to Settings > Security and enable 2FA on your Expensify account

Connect to Xero

Navigate to Workspace Settings > Accounting and select Xero

Authorize Connection

You’ll be redirected to Xero to authorize the connection

Select Organization

Choose which Xero organization to connect

Configure Settings

Set up import and export preferences

Import Settings

Configure what data to import from Xero:

// Source: src/pages/workspace/accounting/xero/XeroImportPage.tsx
const sections = [
  {
    description: translate('workspace.accounting.accounts'),
    action: () => Navigation.navigate(ROUTES.POLICY_ACCOUNTING_XERO_CHART_OF_ACCOUNTS.getRoute(policyID)),
    title: translate('workspace.accounting.importAsCategory'),
    subscribedSettings: [CONST.XERO_CONFIG.ENABLE_NEW_CATEGORIES],
  },
  {
    description: translate('workspace.xero.trackingCategories'),
    action: () => Navigation.navigate(ROUTES.POLICY_ACCOUNTING_XERO_TRACKING_CATEGORIES.getRoute(policyID)),
    title: importTrackingCategories ? translate('workspace.accounting.imported') : translate('workspace.xero.notImported'),
    subscribedSettings: [
      CONST.XERO_CONFIG.IMPORT_TRACKING_CATEGORIES,
      ...getTrackingCategories(policy).map((category) => `${CONST.XERO_CONFIG.TRACKING_CATEGORY_PREFIX}${category.id}`),
    ],
  },
  {
    description: translate('workspace.xero.customers'),
    action: () => Navigation.navigate(ROUTES.POLICY_ACCOUNTING_XERO_CUSTOMER.getRoute(policyID)),
    title: importCustomers ? translate('workspace.accounting.importTypes.TAG') : translate('workspace.xero.notImported'),
    subscribedSettings: [CONST.XERO_CONFIG.IMPORT_CUSTOMERS],
  },
  {
    description: translate('workspace.accounting.taxes'),
    action: () => Navigation.navigate(ROUTES.POLICY_ACCOUNTING_XERO_TAXES.getRoute(policyID)),
    title: importTaxRates ? translate('workspace.accounting.imported') : translate('workspace.xero.notImported'),
    subscribedSettings: [CONST.XERO_CONFIG.IMPORT_TAX_RATES],
  },
];

Chart of Accounts

Import your Xero chart of accounts as expense categories in Expensify. This provides consistency across both platforms.

Tracking Categories

Xero tracking categories can be imported as:

Tags: For expense-level tracking
Report Fields: For report-level tracking

Tracking categories allow you to segment expenses by department, project, location, or any custom dimension you’ve set up in Xero.

Xero supports up to two tracking categories. If you have multiple tracking categories configured in Xero, you can choose which ones to import and how to map them.

Customers

Import Xero customers as tags for expense categorization. This is useful for client billing and job costing.

Tax Rates

Import Xero tax rates to ensure accurate tax tracking on expenses. Tax rates sync automatically and apply to eligible expense categories.

Export Settings

Configure how expenses are exported to Xero:

Preferred Exporter

Select which workspace admin exports expenses to Xero. This user’s credentials will be used for all exports.

Export Date

Choose which date to use when creating Xero transactions:

Date Created: When the expense was created in Expensify
Date Exported: When the expense is exported to Xero
Date Submitted: When the report was submitted

Purchase Bill Status

Set the default status for purchase bills exported to Xero:

Draft: Bills require manual approval in Xero
Awaiting Approval: Bills enter the approval workflow
Awaiting Payment: Bills are approved and ready for payment

Bank Account

Select which Xero bank account to use for reimbursable expenses.

Advanced Settings

Auto-Sync

Enable automatic syncing to keep data synchronized:

// Source: src/pages/workspace/accounting/xero/advanced/XeroAutoSyncPage.tsx
// Auto-sync runs at configured intervals to:
// - Import new accounts, tracking categories, customers, and tax rates
// - Export approved expenses to Xero
// - Update expense status based on Xero transactions

Sync Frequency

Choose how often to sync:

Hourly: For high-volume workspaces
Daily: Standard recommendation
Weekly: For lower-volume operations

Accounting Method

Select Cash or Accrual basis for Xero exports

Invoice Account

Choose the Xero account for invoice receivables

Bill Payment Account

Select the Xero account for bill payments

Organization Configuration

When you connect to Xero, you select an organization. The integration displays the current organization name:

// Source: src/pages/workspace/accounting/xero/XeroImportPage.tsx
const currentXeroOrganizationName = useMemo(
  () => getCurrentXeroOrganizationName(policy ?? undefined), 
  [policy]
);

// Display in header
<ConnectionLayout
  headerTitle="workspace.accounting.import"
  headerSubtitle={currentXeroOrganizationName}
/>

To switch organizations, disconnect and reconnect with a different Xero account.

Tracking Categories Configuration

Xero tracking categories require special mapping configuration:

// Source: src/pages/workspace/accounting/xero/XeroMapTrackingCategoryConfigurationPage.tsx
// Map each Xero tracking category to:
// - Expensify tags
// - Report fields
// - Custom mappings

Enable Tracking Categories

In Import settings, toggle on Tracking Categories

Choose Import Type

Select Tags or Report Fields for each tracking category

Map Categories

Configure how tracking category values map to Expensify

Troubleshooting

Common Issues:

2FA not enabled: You must enable two-factor authentication before connecting
Invalid credentials: Re-authenticate with Xero if your password changes
Missing tracking categories: Ensure they’re active in Xero
Tax rate errors: Verify tax rates are configured correctly in Xero

Best Practices

Keep 2FA Active: Never disable two-factor authentication while using Xero integration
Regular Syncing: Enable auto-sync to maintain data consistency
Review Mappings: Periodically check that tracking categories and accounts are mapped correctly
Test Exports: Run test exports to verify configuration before going live
Monitor Sync Status: Check the connection page regularly for errors

Support

For help with Xero integration:

Contact Expensify Concierge for connection issues
Visit the Xero integration help center for detailed guides
Check Xero’s documentation for platform-specific questions

​Security Requirements

​Setup

​Import Settings

​Chart of Accounts

​Tracking Categories

​Customers

​Tax Rates

​Export Settings

​Preferred Exporter

​Export Date

​Purchase Bill Status

​Bank Account

​Advanced Settings

​Auto-Sync

​Organization Configuration

​Tracking Categories Configuration

​Troubleshooting

​Best Practices

​Support

Security Requirements

Setup

Import Settings

Chart of Accounts

Tracking Categories

Customers

Tax Rates

Export Settings

Preferred Exporter

Export Date

Purchase Bill Status

Bank Account

Advanced Settings

Auto-Sync

Organization Configuration

Tracking Categories Configuration

Troubleshooting

Best Practices

Support