Integrate with Xero

Connecting Extend with your Xero account will save you hours of tedious manual data entry by automatically importing card transactions and metadata.

Once you’ve connected the integration, your Xero codes will automatically sync to Extend’s expense categories. This synchronization allows you to tag your transactions with the corresponding expense categories and proactively reconcile expenses as they happen.

Additionally, each cleared transaction that pushes from Extend to Xero will include additional data, like virtual card name, last 4-digits of the virtual card, and any notes.

Note: Only Owner and Admin roles have permission to connect and manage an integration for the organization. Bookkeeper roles cannot manage the integration, but can sync transactions to Xero.

Quick tips before you get started:

1. Confirm that you are a Xero admin. If you do not hold an admin role in Xero, you will need to contact your company’s Xero admin to complete the integration and authentication process.
2. Confirm you have a registered card account in Extend. If not, you will need to register a company credit card before beginning the process.
3. Confirm you have defined a credit card account(s) in Xero. If not, you will need to complete the credit card account setup in Xero before connecting.
4. If you have an existing integration connected to Extend, you must first disconnect it before connecting to Xero.

Connecting to Xero:

1. Open the Extend web app.
   
    
2. Select Settings from the main navigation.
   
    
3. Once in your Org Settings, navigate to the Integrations tab and click Connect on the Xero tile.
   
   Note: Extend only supports one integration per organization. If you are already connected to another integration, you will need to disconnect that one first to be able to connect with Xero.
   
    

4. Next, complete the series of on-screen prompts to confirm the integration and authenticate the connection with your Xero account.
   
    
5. You will be prompted to log in to your Xero account.
   
    
6. By confirming the connection you are allowing Extend to access the following information for use coding your transactions. 
    
7. Once authenticated, select the default Xero account you will push your transactions to.
   
    

Note: The account type must be ‘credit card’ within Xero.

Once the connection is successful, you will see a green congratulatory banner at the bottom of the screen. The Xero tile on the Integrations tab will also indicate “Connected.” 
 

Any cleared virtual card transactions will be available for you to review and sync to Xero.

To push your transaction data into Xero, please refer to Sync transactions to your accounting service.

For more information on setting up your expense categories, please refer to Creating and managing expense categories.

FAQs  

1. What data will be populated in Xero?
   Each cleared transaction will include:
   1. Transaction date and amount
   2. Expense category code data will populate the respective fields
   3. Virtual card metadata will populate the Memo field, including virtual card name, last 4 digits of virtual card, RCN name, last 4 digits of RCN, transaction reference ID, and any notes entered within Extend
2. Who can connect to Xero?
   Anyone who is a Xero admin at your company will be able to set up the Xero integration, but this person must also have the Owner and Admin role in Extend in order to complete the process.
3. What if I need to make a change to an Extend transaction?
   Once a transaction has been sent to Xero, any updates to a transaction’s expense categories in Extend will not be reflected in Xero. Updates must be made directly in Xero.
4. What if I make a change to my Xero codes?
   Changes to your Xero GL accounts, classes, locations, customers, projects, and vendors will sync to Extend within 24 hours.
5. Will my transactions automatically push to my Xero account?
   You must manually push a cleared transaction to Xero. You may add or edit the expense categories at the transaction level before pushing the transactions to your Xero account. Each transaction must have an expense category before you can request the sync process. Once pushed, any change to the expense categories must be edited directly in Xero.
6. What happens if I do not see my Extend transaction in my Xero account?
   We will display a Xero icon at a transaction level within Extend when the transaction successfully pushes to your Xero account. Also, if the transaction fails for any reason, a failure icon will appear and you can attempt to sync again.