Have a look at how purchases are exported to Xero depending on the type of payment, and more details about how FX fees are exported to Xero.

Export card payments

  • When you export a purchase made with a Spendesk card to Xero, then Spendesk creates a bill with the status "paid" and a related payment in Xero. They are automatically reconciled in Xero.

Export invoices

  • When you export a purchase registered via the Invoice module in Spendesk, then Spendesk creates a bill with the status « awaiting payment » in Xero. You will have to import the payment made via your own bank in Xero and do the reconciliation manually.

    N.B: if you mark the invoice as paid in Spendesk by exporting a SEPA CSV file, Spendesk won’t mark the related bill as paid in Xero.

Export expense claims

  • If you export an expense claim that has been paid upfront via wire transfer with Spendesk wallet money, then Spendesk creates a bill with the status "paid" and a related payment in Xero. They are automatically reconciled in Xero.

  • 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 via its own bank in Xero and do the reconciliation manually.

  • If you export an expense claim that has not been marked as paid yet in Spendesk, then Spendesk creates a bill with the status 'awaiting payment' in Xero.
    ⇒ If you reimburse this same expense claim via wire transfer with Spendesk wallet money a posteriori, Spendesk automatically marks the related bill as 'paid' in Xero, and a related payment is created in Xero. They are automatically reconciled.
    ⇒ If you reimburse this same expense claim outside Spendesk (e.g if you export a SEPA CSV file to pay for it via your own bank), then Spendesk doesn't do anything in Xero. You will have to import the payment made via their own bank in Xero and do the reconciliation manually.

What about FX fees ?

2.99% FX fees is applied to any transaction made in a different currency than the one on your default Spendesk account (i.e. EUR, USD, GBP, SEK, NOK, DKK).

When FX fees are registered into Spendesk, then Spendesk automatically creates a bill and payment in Xero. They are automatically reconciled in Xero.

FX fees are exported separately from core payments.

Example: My default Spendesk account is in EUR and I make a card payment in USD

  • Gross amount of the core payment in USD: $11.70

  • Gross amount of the core payment in EUR: €10

  • Gross amount of the FX fee in EUR: €0.299

  • When you export this payment to Xero, then a bill with a €10 gross amount is created in Xero together with a €10 payment. They are automatically reconciled.

  • When Spendesk registers the FX fee related to the transaction, a bill with a €0.299 gross amount is created in Xero, together with a €0.299 payment. They are automatically reconciled.

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