Re‑sync expenses

Use this article to re‑sync failed expenses from Airwallex Expenses to your accounting provider and resolve common sync errors. This guide applies to both card expenses and reimbursements connected to supported providers.

Before you begin

• Confirm your accounting integration is connected under Account > Connections (Xero, QuickBooks, NetSuite). Use Refresh connection or Reconnect if prompted; avoid Disconnect as it breaks history and mappings.
• Ensure required accounting fields (e.g., expense category, tax rate, tracking categories where applicable) are populated on the expense before re‑syncing.
• For Xero users, make sure a bank account exists and is mapped for every currency you expect to incur expenses in.

Re‑sync a single expense

1. Open the expense with a Sync failed status from the Expenses module.
2. Click Sync or Re‑sync on the expense details to retry sending it to your accounting provider.
3. If the error persists, follow the provider‑specific troubleshooting below, then re‑sync again.

Provider‑specific troubleshooting

Xero

• Verify your Xero connection in Account > Connections. Use Refresh connection or Reconnect from the Xero tile if syncing remains blocked; do not Disconnect.
• Confirm you have mapped each Airwallex wallet currency to a Xero bank account and imported your accounting data (e.g., chart of accounts, tracking categories, tax rates, contacts) as needed.
• If the expense failed due to missing accounting fields (e.g., category or tax code), add the missing fields, then Re‑sync from the expense.
• Vendor/contact mapping: by default, new merchants sync to the “Airwallex Expenses” contact to prevent clutter; if you’ve enabled Xero contact selection, known merchants will map to existing contacts. If you have the ‘employees can select contacts’ option disabled, all expenses will sync to the generic Airwallex Expenses merchant.
• Manual vs automatic sync: expenses can sync automatically on final approval or manually via the Sync button on the expense; use manual sync to retry or update.

QuickBooks Online

• Check your QuickBooks Expenses and Bills integration is connected and authorised under Account > Connections.
• Map each Airwallex wallet currency to a corresponding QuickBooks bank account (create missing accounts in QuickBooks first), then re‑sync the expense.
• If vendor names aren’t appearing as expected in QuickBooks, review imported vendors/contacts in the integration setup and ensure your mapping preferences meet your policy. If you have the ‘employees can select vendors’ option disabled, all expenses will sync to the generic Airwallex Expenses merchant.

NetSuite

• Confirm your NetSuite connection in Account > Connections and re‑authorise if needed.
• If the period is locked in NetSuite, either reopen the locked period or set your locked period preference in Expenses > Settings to “Change to next open period,” then Re‑sync.
• If your team changed the object you sync as (e.g., Check vs Bill), verify the setting aligns with your NetSuite configuration and re‑sync.
• Vendor/contact mapping: by default, new merchants sync to the “Airwallex Expenses” contact to prevent clutter; if you’ve enabled Netsuite contact selection, known merchants will map to existing vendors. If you have the ‘employees can select vendors’ option disabled, all expenses will sync to the generic Airwallex Expenses merchant.

Common error causes and fixes

• Missing or incompatible accounting data (category, tax code, tracking categories) Add the required fields to the expense, save, then click Re‑sync.
• Connection/auth issues between Airwallex and your provider Use Refresh connection or Reconnect from Account > Connections; do not Disconnect. Then retry Re‑sync from the expense.
• Xero currency mapping not set up Create/match a Xero bank account for each currency you use, update the mapping in Connections, and re‑sync.
• Vendor/contact mapping confusion (Xero) By default, new merchants map to “Airwallex Expenses”; enabling Xero contact selection maps known merchants to your existing contacts.
• Locked accounting periods (NetSuite) Reopen the locked period in NetSuite or set your locked period preference in Airwallex to sync to the next open period, then re‑sync.

FAQs

• Where do I find the Re‑sync button? Open the expense with Sync failed status; you’ll see Sync or Re‑sync on the expense details page.
• Can I manually sync an expense before approval (e.g., for month‑end)? Yes. Admins can manually trigger sync from the expense, and re‑sync later if details change.
• What happens to the vendor/contact when syncing card expenses to Xero? By default, expenses map to “Airwallex Expenses” to avoid creating duplicate vendors; if contact selection is enabled, known merchants map to existing contacts.

Related articles

• How Card Expenses Sync to Xero
• QuickBooks Expenses and Bills integration
• Overview of Airwallex Expense Management