Travelstop + Xero
With the Xero integration turned on, admins can sync their expense data on Travelstop with Xero accounting software.
What data is synchronised?
The following data gets synchronised between Travelstop Expenses and Xero.
Chart of accounts: Expense related GL accounts from Xero imported as expense categories in Travelstop.
Expense reports: Approved expense reports on Travelstop exported as 'Purchase Bill' in Xero.
Tracking categories: Tracking categories and options on Xero can be mapped to 'Groups' or 'Cost centres' in Travelstop.
Connecting to Xero
You can connect your Travelstop account with Xero in just a few minutes. Just follow the following steps:
Click Sign in on the Travelstop homepage and select your company (You can directly sign in using your company's Travelstop URL as well).
Go to Company Settings and select Integrations.
Find Xero in the list and click Connect.
Follow the steps to allow access and choose the Xero organisation you want to connect to Travelstop.
Once done, you can review your settings and click on Start Syncing.
Configuration settings
You can adjust the following configuration settings on the integrations page as per your requirements.
Basic settings
📁 Reimbursable Expenses
Only reimbursable expenses in your approved expense reports will be exported as Purchase bills in Xero. This is enabled by default.
📅 Purchase bill date
By default, we pick the date of the last expense in the report as your purchase bill date in Xero. But, you can change it to any of the following options
Last expense date: The purchase bill will reflect the date of last expense in your expense report.
Submitted date: The purchase bill will reflect the date when the report was submitted for approval.
Exported date: The purchase bill will reflect the date when the data was exported to Xero.
✅ Purchase bill status
By default, your purchase bill status will "Awaiting payment" in Xero once exported. You can change that to any of the options below
Awaiting payment: The purchase bill in Xero will reflect the status as 'Awaiting payment' when exported.
Awaiting approval: The purchase bill in Xero will reflect the status as 'Awaiting approval' when exported.
Draft: The purchase bill in Xero will reflect the status as 'Draft' when exported.
⛔ Non-reimbursable Expenses (optional)
Non-reimbursable expenses in your approved expense reports can be optionally exported as Bank transactions in Xero. When enabled, you may select the Bank account you want the transaction to be associated with.
🗂 Chart of accounts
Your expense related chart of account in Xero will be imported as Travelstop categories. This setting is enabled by default and can't be disabled as we need your exact categories from Xero for sync to work seamlessly.
Note: Your existing expense categories on Travelstop will be disabled and hidden while the integration is turned on. If you need to add a new category, you can add it in Xero, and it will be imported automatically. Your old categories will be restored once the connection is turned off.
🔄 Sync paid reports
Once you mark your expense report as "Paid" in Xero, paid status from Xero will be synced and reflected on Travelstop. This setting is enabled by default. You can disable it if you don't want the paid status to be synced from Xero.
Advanced settings
💱 Sync multiple currencies
By default, all expenses are synced in reporting currency. If you enable this setting, it's possible to sync expenses in transaction currency (the currency that the transaction took place in) provided the following conditions are met:
Your Xero organisation should support multi-currency. You can learn more about Xero multi-currency here.
You must add all the currencies in which you want to export your expenses in Xero. You can learn how to add a new currency in Xero here.
All your expenses in the Travelstop expense report must be in the same currency. You must make sure that the currency is configured in your Xero organisation (as mentioned above).
If you enable this setting, but if any of the above conditions are not satisfied, we will sync your expenses in reporting currency by default.
📝 Tracking categories (optional)
By default, Tracking categories is disabled. If you're using Tracking categories in Xero, you could map it to Groups or Cost Centres in Travelstop. Which means, we will send your Groups or Cost Centres data as Categories options in Xero.
Note: If the Group or Cost Centre value doesn't exist as a tracking option in Xero, it will be automatically created.