Error messages and solutions for Xero native integration

When pushing your payables Xero, you may encounter an error message that prevents you from exporting successfully. Here below you can find a list of error messages with suggested solutions or workarounds to unblock you.

Important notes:

If an export failed because of some settings or missing data, you need to click on Send back to Prepare. Your payable will then go back to the Bookkeep > Prepare tab so that you can edit and retry the export.
If an export failed because the expense date is from a locked period, you will not be able to export it. Therefore you need to click on Mark as manually exported, then manually import this payable in Xero.

Authentication and connection errors

In this section you will find error messages related to authentication permissions or connection issues. You would need to go either to Xero account, or on Spendesk to Settings > Accounting Setup > Accounting integration.

Error message 'An authentication issue occurred. Please reconnect your Xero account from the Spendesk settings. You can reconnect.'

It is very likely that you were disconnected from Xero when you pushed your expense. Please reconnect on Settings > Accounting Setup > Accounting integration and then retry to push your expense.

Error message 'It seems like you have been disconnected from Xero. Please connect to Xero before exporting your payments by clicking here.'

Please reconnect on Settings > Accounting Setup > Accounting integration and then retry to push your expense.

Error message 'It seems that you are not authorized to update this payment in Xero'

Your current Xero account apparently does not allow Spendesk to push your expense to Xero. Please authenticate again with your Xero admin account again to establish the connection.

Error message 'Xero seems to be unavailable for the moment. Please retry in a few minutes.'

We cannot reach Xero's servers for the moment. Please try again in a few minutes. If the issue persists after a few hours, you can contact us.

Error message 'Xero has temporarily blocked us for security reasons'

Our access to your Xero account has been temporarily blocked due to the export of too many expenses at the same time. Please wait for a few minutes before trying again.

Accounting settings errors

In this section you will find error messages related to your accounting settings that you can change if you go to Settings > Accounting Setup.

Error message 'Your Xero integration is not fully setup. Please make sure you've completed all the requested fields.'

It seems some settings information is missing. Please fill in all the fields under Settings > Accounting Setup.

Error message 'The VAT account can't be used in Xero anymore. Please choose another one.'

The VAT account chosen for this expense seems to be archived or removed in Xero. Please chose another VAT account or go to Settings > Accounting Setup > Accounting integration and click on Refresh accounting settings.

Error message 'The expense account is not valid. Please choose another one among those listed in the dropdown.'

The expense account chosen for this expense seems invalid. Please chose another expense account or go to Settings > Accounting Setup > Accounting integration and click on Refresh accounting settings.

Error message 'The expense account has been archived or removed in your Xero account, therefore it can no longer be used. Please choose another one.'

The expense account chosen for this expense has been archived or removed in Xero. Please chose another expense account or go to Settings > Accounting Setup > Accounting integration and click on Refresh accounting settings.

Error message 'This VAT account does not exist in Xero. Please select another VAT account in the list.'

It seems this VAT account does not exist in Xero, please select another one.

Failed export errors

In this section you will find error messages related to failed exports occurring on Bookkeep > Export. After checking the message and performing the required action, you can click on Send back to prepare, then edit your payables and retry the export. If the expense date is from a locked period, you will not be able to export it, so you need to click on Mark as manually exported, then manually import this payable in Xero.

Error message 'We can't push this payment to Xero because its year period is now locked.'

The payment seems to belong to a locked period in Xero. You need to unlock this period to be able to push the expense. Alternatively, enter the expense manually in Xero and mark is as exported.

Error message 'It seems that this payment has already been deleted in Xero.'

It seems the expense you are trying to push has already been pushed and removed in Xero in the past. You should mark this payment as manually exported.

Error message 'There has been an unknown error trying to delete this payment from Xero. Please contact our support team or try again later.'

We had an unknown error, you can try again in a few minutes. If the issue persists, you can contact our customer support.

Error message 'There has been an unknown error trying to create this payment in Xero. Please contact our support team or try again later.'

We had an unknown error, you can try again in a few minutes. If the issue persists, you can contact our customer support.

Error message 'This invoice is not editable anymore in Xero. It has probably been voided or is already paid, please check it in Xero.'

The expense has already been marked as paid in Xero, it cannot be pushed or edited anymore.

Error message 'The expense account and the VAT account you filled for this payment are not compatible in Xero. Please update them below.'

The chosen expense account and VAT account cannot be used together in Xero. Please choose another combination or verify your Xero chart of accounts.

Error message 'This payment's amount does not match with the one outstanding on the bill, please check the bill in Xero.'

The amount of the payment and the bill do not match, you can check in Xero.

Error message 'This payment seems already complete in Xero, we can't reconcile it but you can do it manually.'

The payment was exported to Xero, but we cannot reconcile it in Xero. You can reconcile it manually in Xero.

Error message 'It seems that this payment has already been deleted in Xero. You can mark it as exported manually.'

It seems this payment was deleted in Xero, you can mark is as exported manually in Spendesk.

Error message 'There has been an unknown error trying to update this payment in Xero. Please contact our support team or try again later.'

We could not properly identify the error. Please contact us so that we can investigate.

If you come across other issues with our Xero native integration, you can contact our customer support team using the chatbot.