How to set up the Xero Integration

Overview

Key features of the integration

• Export
  • Exporting of card expenses, invoices, out-of-pocket, and reimbursements is supported.
  • Expense attachments (receipts) are transferred together with the expense data.
• Categories Sync
  • Import and sync the chart of accounts from Xero with Categories in Pleo. 
  • Select which chart of accounts you want to see as Categories in Pleo.
• Tags Sync
  • Import and sync tracking categories and customers from Xero with Tags in Pleo. 
  • Select which tracking categories and customers you want to see as Tags in Pleo.
• Tax Sync
  • Tax codes from Xero are automatically populated in Pleo.
• Other
  • Pleo bank feed - expenses from Pleo are automatically sent to Xero twice a day at 8 am and 1 pm (UTC).

Preparation

If you have a USD Xero account, you will need to create 3 accounts. These 3 accounts are mandatory for the connection to be done properly.

1. In Xero, go to Accounting 
2. Access Chart of Accounts
3. Click Add bank account, and add without bank feed
4. Add the following bank name:
   • PleoPocket 
   • Pleo default account 
5. Click Add bank account and add an account with the name Pleo default account (type expense)
6. Go back to Chart of Accounts 
7. Find the bank accounts you created and change the code:
   • Pleo > PLEOBANK 
   • PleoPocket > PLEOPOCKET 
   • Pleo default account > PLEO 
8. Continue with the regular set-up process

If you have a non-USD Xero account, you can proceed to the next section. Connecting Pleo will automatically create the 3 Pleo accounts in Xero.

Connection

1. In Pleo, navigate to Settings
2. Click Accounting
3. Search for Xero
4. Select the Xero integration and click Connect
5. Follow the instructions

Configuration

Categories and Tax codes

Categories in Pleo reflect your chart of accounts in Xero. 

1. In Pleo, go to Settings 
2. Click Accounting 
3. Select Categories 
4. Create categories
5. For every category
   • Choose the account from the dropdown 
   • Tax code will appear automatically if it’s set for the account in Xero (if not, it will show "No tax code")

Tags and Tag groups 

Tags in Pleo reflect your tracking categories and customers in Xero. 

1. In Pleo, go to Settings 
2. Click Accounting
3. Select Tags
4. Click Sync with Xero

Export an expense

After setting up the integration, it's important to export an expense to see if the integration is configured correctly.