If your organization relies on Xero for accounting and Fyle for managing expenses, you're in the right place. The Fyle-Xero integration streamlines the flow of financial data between these two essential systems, making your job easier.
In this article, we'll walk you through the process of setting up the integration step by step. Whether you're new to the integration or need a quick refresher, this guide will provide the context and instructions you need to get started.
Connect Fyle with your Xero account
Go to the Fyle Admin Settings page.
Navigate to Integration > Native Apps > Xero.
Click on Connect to Xero.
Enter your Xero login credentials.
Select the Xero company to which you want to export all the expenses and allow access to Fyle.
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.
Configure Export Settings
Configuring export settings is mandatory for the Integration and can be tailored to your needs, allowing you to export Reimbursable Expenses/Corporate Card Expenses, or both.
Reimbursable Expenses
First, enable the option to export reimbursable expenses from Fyle if you want them to be recorded as Purchase Bills in Xero.
The Integration can automatically map Employees in Fyle with Contacts in Xero using unique parameters like name or email address.
Choose your preferred matching parameter here to ensure employee expenses from Fyle are exported to the correct contact in Xero.Choose the state in Fyle from which you want your expenses to be exported to Xero: either Processing or Closed.
Set the purchase bill date for transactions in Xero (e.g., Current Date, Spend Date, or Date of Approval).
Corporate Credit Card Expenses
Enable the option to export corporate card expenses from Fyle if you want them to be recorded as Bank Transactions in Xero.
Set a default bank account to use for posting the bank transactions.
Choose the state in Fyle from which you want your expenses to be exported to Xero: either Approved or Closed.
Decide how to group these expenses (e.g., by expense or by report).
Select the date for transactions in Xero.
Import Settings
Import key dimensions from Xero to Fyle for streamlined expense management.
These include:
Chart of Accounts as Categories in Fyle
Suppliers as Merchants in Fyle
Tax codes as Tax Groups in Fyle (for non-US entities only)
You can also import and map additional dimensions such as Projects, Departments, and Tracking Categories, etc as Projects, Cost centers, or a select-type custom field in Fyle.
Advanced Settings
Customize and automate your export workflow with advanced settings. Options include:
Scheduling Automatic Exports
Set a frequency for the integration to export expenses automatically.
The Fyle-Xero Integration allows automatic expense exports from Fyle to Xero, eliminating manual intervention. You can set a frequency and control how frequently you want expenses (after reaching the desired state of export) to be exported to Xero automatically.
To ensure seamless exports, admins can enable email notifications for failed exports due to Xero errors or mapping issues.
If an export fails, an instant email alert is sent with details like date, time, failed transactions, error messages, and a direct link to fix issues. Notifications are only sent when a new expense group fails, this will prevent duplicate notifications for the same export errors.
Auto Create Fyle Merchants as Contacts on Xero
Fyle can auto-create new contacts in Xero when no merchant match exists, ensuring accurate expense categorization instead of assigning them to Credit Card Misc. Learn more about this functionality here.
Auto-Sync Payments
Automatically sync payment status between Fyle and Xero. When an expense is marked as paid in Fyle, it updates in Xero, and if a Purchase Bill is marked as paid in Xero, the corresponding expense report in Fyle is closed.
Export with Next Open Accounting Period Date
If an expense isn’t recorded before closing an accounting period, Fyle allows you to automatically post it in the current open period to prevent export failures in Xero. Any expense from a closed period will be exported with the first day of the current open period. For example, if the current period is June 1–June 30 and an expense from May 1 wasn’t exported, it will be recorded as a June 1 expense, ensuring accurate reporting and reconciliation.
Customizing Descriptions
You can customize the description field in Xero by selecting or unselecting which data points to export. Data points you can choose from are Employee Email, Merchant, Purpose, Category, Spent On, Report Number, and Expense Link.
Contact us at [email protected] if you need assistance with the setup the Fyle-Xero integration.