Before you can start exporting expenses from Fyle to Xero, you must follow the onboarding process to set up the Integration. Onboarding is a four-step process; Follow the below-mentioned steps to complete setting up your integration.
You can access the Integration from the Fyle Admin settings and navigate to Integrations > Accounting > Xero.
This will open the Integration in a new tab and automatically log you in with your Fyle credentials.
1. Connect your Xero Tenant to Fyle
Once you've logged in successfully, you need to connect your Xero tenant
Once the connection is established, you will be redirected to the Integration setup page. Click on Save and Continue.
The Integration takes a few seconds to connect to your selected Xero company and import all the data required to complete the setup.
2. Export Settings
You can now configure how the expenses in Fyle should be exported to Xero.
Firstly, enable the option to export reimbursable expenses from Fyle if you want them to be exported as Purchase Bills in Xero. This will open a section to configure more details on how your reimbursable expenses should be exported from Fyle to Xero.
The Integration can automatically map the Employees setup in Fyle to Contacts in Xero with a match based on unique parameters such as name or email address. Configure your preferable parameter here. This would help export an employee expense from Fyle to its respective contact in Xero.
Set the Purchase Bill date
You could choose to set the date of the transaction in Xero as one of the following options
Current Date - the date of export from Fyle to Xero
Verification Date - the date on which the report was verified in Fyle
Spend Date - the date when the expense was made
Approval Date - the date on which the report was approved in Fyle
Last Spend Date - date of the latest expense in the expense report
Select the state of export
In this step, you can select at what stage the expenses should be ready to export from Fyle to Xero. You could choose to export expenses when approved and awaiting payment clearance (e.i. payment processing) or when the settlement is completed (e.i. paid). When the expenses reach the selected state (Payment processing/Paid), the Integration will automatically import the data in real-time and keep it ready for you to export in a single click.
Corporate Credit Card Expenses
Enable the option to export non-reimbursable expenses from Fyle if you want them to be exported as Bank Transactions in Xero. This will open a section to configure more details on how your non-reimbursable/corporate credit card expenses should be exported from Fyle to Xero.
Select a default Bank Account
While exporting corporate credit card expenses, you must configure a default bank account to which all these expenses will be posted.
Select the state of export
This is similar to the configuration in the Reimbursable expense export. When the expenses reach the selected state (Payment processing/Paid), the Integration will automatically import the data in real-time and keep it ready for you to export from the dashboard.
Note: There is no 'Date' configuration since 'Spend Date' is the default date used to export all Corporate Credit Card expenses from Fyle to Xero.
3. Import Settings
In this section, you can select the dimensions you want to import from Xero and use in Fyle while creating expenses.
Chart of Accounts / Categories
You can select all the accounts that you will use to create expenses and import your Chart of Accounts into Fyle. These will be available as Categories in Fyle and available as a dropdown for your employees while filing an expense.
Customers / Projects
You can also import Customers from Xero as Projects in Fyle, enabling your employees to file expenses made for a particular project. They could also mark it billable in the expense form while filing an expense.
Item & Region
You can also import Xero dimensions such as Item and Region as a dropdown in the expense field in Fyle. You can either map these to a default field like Project that is already present in Fyle or create a custom field in Fyle and map it to that field right from the Integration.
Tax Codes / Tax Groups
If your organization uses taxes in Xero, you can import the same to Fyle as a dropdown for your employees to choose from while filing expenses. The integration requires a default tax code to successfully export expenses to Xero if your employees don't add a tax group while filing an expense. You can configure the same after enabling the import.
4. Advanced Settings
Lastly, in the advanced settings, you can enable the options to customize and automate your export workflow. This section is optional, and you can enable this based on your business requirements.
When reimbursable expenses are exported from Fyle to Xero, they're exported as Purchase Bills that must be paid or settled.
If you are paying out the reimbursements via Fyle ACH, you can Export Fyle ACH Payments to Xero. This will update the payment status in Xero based on the ACH status in Fyle.
If you settle the Purchase bills in Xero, you Import Xero payments into Fyle. This will update the payment status in Fyle based on the status in Xero.
You can choose None if you would like to handle this manually.
Schedule automatic export
By enabling this feature, you can set up a frequency for the Integration to automatically export expenses from Fyle to Xero.
Post entries in the next accounting period
If this option is enabled, expenses from the previous month(s) that were not exported during their respective accounting periods will get exported to the next open accounting period (e.i. the current month) with the first of the current month as the date stamp. Read more about it here.
While exporting expenses from Fyle to Xero, if a matching employee record is not found in Xero - the integration will auto-create a Contact in Xero and export the expenses to that account. Read more about it here.
Auto-Create Fyle Merchants as Contacts in Xero
With this setting enabled, when the merchant added in Fyle does not have a corresponding match in the Xero contact list, the integration will auto-create a new contact on Xero and assign the respective bank transaction to the contact. Read more about it here.
Once you have enabled the required settings, hit save and continue. You have now configured the Integration, and will be taken to the Dashboard once you Launch the integration.
You can always revisit and change the settings by heading to the Configurations section in the dashboard. You are now ready to export expenses through the integration. Learn how to export expenses here.
Contact us at [email protected] if you need assistance with the setup.