You are now ready to prepare your payables on Spendesk and export them to Xero.
Bookkeep your payables
You can bookkeep your expenses using all of your familiar Xero accounts and values. Once you are ready to export your expenses to Xero navigate to Bookkeep > Export and select the desired period to export.
When pushed to Xero, these expenses are created as Bills on Xero, with status 'Draft'. After reconciliation with the payment, the status is automatically changed to 'Paid'. This is how the integration works:
The payable is exported to Xero;
When the payable is successfully exported, Spendesk exports the payment automatically;
When the payment is successfully exported, the bill is marked as 'Paid'.
Important notes:
Spendesk exports recognized expenses - expenses that passed all configured approval flows and were prepared by finance. We do not create any accounting entries for expenses that are still under review.
The documentary evidence for one payable (receipts, invoices, screenshots) are exported in their original format (PDF, PNG, JPEG etc).
Wallet loads (wire transfers to top-up your Spendesk wallet) are not exported to Xero. You can read this article to know more about the manual export process.
If you export an expense claim that has been marked as 'Paid' in Spendesk but that was actually paid outside Spendesk (e.g you exported a SEPA XML or CSV file to pay for it via your own bank), then Spendesk creates a Bill with the status 'Awaiting payment' in Xero. You will have to import the payment made in Xero and do the reconciliation manually.
Bank fees are exported to Xero only after the payment export.
Push your payables to Xero
You will see a preview of the payables ready to be exported. Click Push to Xero to export them in bulk. You can also export a single payable. In general, payables will be exported as Bills. Payments will be exported as Bank account transactions in the Bank account you previously configured.
Expense claims are exported as Bills. Reimbursements of expense claims are exported as Bank account transactions.
Invoices and Credit notes are exported as Bills and Credit notes. Invoice payments made from Spendesk are exported as Bank account transactions.
Card purchases and Card refunds are exported as Bills and Credit notes. Corresponding Card payments are exported as Bank account transactions.
FX, ATM & other bank fees are exported as Bank account transactions.
You should now be all set up to use this integration with Xero and export your payables every month or when you need to.