Once your Spendesk account is connected to your Xero account, we will pull your master data from Xero and let you use it in Spendesk. Follow these steps in order to set up your analytical fields, bank accounts, expense accounts and VAT accounts.
Configuration steps
After you successfully connected Spendesk to Xero, you can follow these few steps to configure your accounting setup.
Step 1 - Analytical fields mapping
Step 1 - Analytical fields mapping
Navigate to Settings > Accounting Setup > Mapping. All of your Xero tracking categories will be listed in the left column.
For each analytical plan that you want to use in Spendesk, click Select value and pick an analytical field. This Spendesk analytical field will be mapped to Xero tracking category. If you need to create new analytical fields, you can do so under Settings > Organisation > Analytical fields.
For cost centres, you can map Xero tracking categories to Spendesk cost centres but please note that we do not automatically create cost centres in Spendesk. You will need to create cost centres manually in Spendesk. Please make sure they are named exactly the same way they are named in Xero - this way Spendesk can automatically match them at the next settings refresh.
Step 2 - Chart of accounts settings
Step 2 - Chart of accounts settings
Navigate to Settings > Chart of accounts.
On the Bank accounts tab select all accounts. Note that they are filtered: only accounts having 'bank' type and 'active' status are imported into Spendesk.
On the Expense accounts tab you can deactivate certain expense accounts that will not be used in Spendesk.
On the VAT accounts tab verify that all of your VAT codes and Reverse charge codes have been correctly pulled from Xero.
Important notes:
Spendesk does not import your suppliers and employees from Xero and does not create suppliers or employees in Xero. This integration only allows to push prepared payables to Xero.
To trigger the data mapping again, go to Accounting Setup > Accounting integration and click on Refresh accounting settings.
Next steps
When you have completed the set up, you are ready to start exporting your expenses and payments to Xero.