Before importing expenses from Fyle and exporting them to Xero, you must follow the onboarding process to set up the integration. Follow these steps to set up the integration:

1. Sign in to the Fyle Xero Integration app

  • If you're already signed into your Fyle account on another tab, you'll be signed in to the integration app automatically. If not, enter your Fyle account credentials to sign in.

2. Connect to your Fyle Account

  • After entering your login credentials, you need to allow the integration app to access your Fyle Account.

  • If you have multiple organizations on your Fyle Account, select the organization from which you wish to import and export expenses.

  • Click on Allow.

3. Connect to your Xero account

  • Once you've logged in successfully to the integration app, you need to connect to your Xero account.

  • Click on Connect Xero.

  • Enter your Xero login credentials.

  • Select the Xero organisation to which you want to export all the expenses imported from Fyle.

4. Configure Fyle Xero app

4.1 - Select Xero Subsidiary

  • After connecting to Xero, you'll be redirected back to the Dashboard. Next, you must select your Xero Tenant. Click on Select Tenant.

  • Select your Xero Tenant.

4.2 Configure General Settings

  • After selecting Xero Tenant, you'll be redirected to the Dashboard. Next, you must configure the app. Click on Go to Configurations.

General Settings

  • You need to map the features/fields from Fyle to their equivalent features on Xero on this page.

  • For example, your organization may refer to employees as Contacts and reimbursable expenses as Purchase Bills on Xero. Please select the correct references and map the Fyle features to their equivalent features on Xero.

  • Mapping corporate credit card expenses are optional. However, you can configure it if your organization uses the corporate card features on Fyle. The current possible method is to export corporate credit card expenses from Fyle as Bank transactions in Xero.

  • Next, Select how employee records in Fyle should be auto mapped to the corresponding contact records in Xero. Typically, the records can be auto-mapped based on email or name.
    Note: If you prefer to manually map the employees in Fyle to their corresponding records in Xero, you could do so from the Employee Mapping section that is explained in the upcoming steps of Onboarding.

  • Auto Sync Payments: Once enabled, this option lets you sync the Payment status between Fyle and Xero. When the expenses are updated as paid in one app, the other app is automatically updated.

  • Importing Xero expense accounts is optional. However, once enabled, all the expense accounts from Xero are imported as categories in Fyle that would be available for selection while submitting an expense. If you want to disable any expense accounts that have been imported from Xero, you could do so from Fyle Admin Settings > Organization > Categories.
    Alternatively, if you wish to map existing categories in Fyle to a corresponding Expense account in Xero, you could do so in the upcoming Category Mappings section of the integration.

Set up the next section if your organization uses Expense Custom fields on Fyle and Tracking Categories, Projects in Xero.

4.3 Configure Expense Fields

On this page, you can import and map Expense Fields from Xero such as Items, Tracking categories to Expense Fields in Fyle.

5. Map Fyle Fields to Xero

Lastly, you have to set up the mappings.

General Mappings

On this page, you need to:

  • Select the Xero Bank Account if you want to map expenses in Fyle to a Bank Account.

Note: If you are looking to export each corporate credit card expense to a specific bank account in Xero, you could continue to set this up in the Corporate Card Mappings section of the integration.

Employee Mappings:

On this page, click on Create Employee Mapping and:

  • Then, select an Employee from the Fyle App.

  • Map that employee to the corresponding Xero contact (or whatever is the equivalent of Employee on Xero)

  • Create mappings for all your employees from the Fyle app.

Category Mappings:

On this page, click on Create Category Mapping and:

  • Then, select a Category from the Fyle App.

  • Map that category to the corresponding Xero Account.

  • Create mappings for all the expense categories you use on Fyle.

Set up the following mappings based on your Expense Field Configurations. If you are importing specific Expense fields from Xero, each of these fields would have a separate mapping section in the integration. The imported fields would be auto mapped to the corresponding records created in Fyle by default. However, you can use the specific mapping sections to alter or create new mappings.

Project Mappings:

On this page, click on Create Project Mapping and:

  • Then, select a Project from the Fyle App.

  • Map that category to the corresponding Xero Item / Tracking Category.

  • Create mappings for all the company projects configured on Fyle.

Cost Center Mappings:

On this page, click on Create Cost Center Mapping and:

  • Then, select a Cost Center from the Fyle App.

  • Map that category to the corresponding Xero Item / Tracking Category.

  • Create mappings for all the company cost centers configured on Fyle.

Once these mappings are configured, you are ready to start importing and exporting expenses through the integration app. Learn how to import and export expenses.

Check the Xero Status

Once the app is configured, and in use, you can check the connection status of the app at any point in time. The app's status is available under Configurations > Tenant, as shown in the screenshot below.

An active connection indicates that the app is connected and running without issues. However, if the app is disconnected due to issues such as Token expiration, the status would be indicated as Inactive, and you can reconnect to the Xero account.

Disconnect from Xero

If you wish to disconnect from the Xero account that has been synced with the integration, you could do so under Configurations > Tenant > Disconnect from Xero.

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