Setting up Custom Accounting Categories Expenses and Bills Data Integration

Custom Accounting Data Importer Overview

Airwallex provides seamless direct integrations with Xero, NetSuite, QuickBooks, and many other leading accounting platforms. Accounting data is automatically imported into Airwallex, while expenses and bills are synced back to your accounting software. If your preferred platform isn’t directly supported, you can easily import your data using our custom accounting data importer.

This feature allows you to import your Chart of Accounts, Tax Rates, and Custom Fields into Airwallex via a file upload. The importer supports per-entity configuration, meaning you can set up specific accounting data for individual entities or upload data in bulk for your entire organization

This guide will walk you through the process of importing accounting data from any accounting software into Airwallex, so your employees can easily and accurately code expenses and bills.

• How do I import my accounting data?
• How do I keep my accounting data up to date?
• How do I complete bulk changes?
• How do I delete & upload new accounting data?

How do I import my accounting data?

Step 1: Log in to your Airwallex account. Navigate to Connections and select the tile labeled "Using another accounting software?"

Step 2: Download the Airwallex import template

Download the provided .xlsx template. This template contains tabs for your Chart of Accounts, Custom Fields, and Tax Rates.

Step 3: Format your data

Export data from your accounting software and format it to match the Airwallex .xlsx template. Fill each tab in the template with the corresponding exported data. The required formatting for each section is detailed below.

Chart of accounts

• GL Code: The code for your chart of account entry in your accounting software.
• Account Name: The name of your chart of account entry in your accounting software.
• Airwallex Display Name: What your employees see when they code expenses in Airwallex. Note: If left blank, we will use the Account Name.
• Airwallex Entities: Specify the entities this entry applies to. To include all entities, enter "All". For specific entities, list their exact names separated by "|" (e.g., Entity A|Entity B), or use separate rows for each entity. If entity names are duplicated, use the Legal Entity ID instead.

Custom fields

• Custom Field Name: The name of your custom field in your accounting software.

• Airwallex Display Name: What your employees see in Airwallex. Note: If left blank, we will use the Custom Field Name.

• Airwallex Entities: Specify the entities this entry applies to. To include all entities, enter "All". For specific entities, list their exact names separated by "|" (e.g., Entity A|Entity B), or use separate rows for each entity. If entity names are duplicated, use the Legal Entity ID instead.

Note on Custom Fields: Two tabs for custom fields are provided by default. If you need more, simply duplicate one of the tabs and rename it "Custom field 3", "Custom field 4", or "Custom field 5". Currently, up to 5 custom fields are supported.

Tax rates

• Tax Rate: The name of the tax rate in your accounting software.
• Tax Rate Value (%): The percentage rate corresponding to the tax rate (e.g., enter 10% for GST in Australia).
• Airwallex Display Name: What your employees see in Airwallex. Note: If left blank, we will append the tax rate value (%) to your tax rate name (e.g., "GST (10%)").
• Airwallex Entities: Specify the entities this entry applies to. To include all entities, enter "All". For specific entities, list their exact names separated by "|" (e.g., Entity A|Entity B), or use separate rows for each entity. If entity names are duplicated, use the Legal Entity ID instead.

Step 4: Upload and Review

1. Upload Your File(s): Click "Get Started" and upload the completed .xlsx template back into Airwallex. You can upload one or multiple .xlsx documents at the same time.
2. Review Changes: Before importing your data, the system will display a summary. Edit as needed or confirm the import, then click "Save" to finish.

The accounting data will be live and available for your employees to use when coding expenses and bills.

Troubleshooting file upload errors

If formatting errors are found in your uploaded file(s), the import will fail and a notification bar will appear on the upload screen showing the "Failed to import file(s)" error.

Airwallex will generate a comprehensive error report for any affected records. You can select "Download unimported record" to receive a new .xlsx file, which includes an additional "Parsing Errors" tab that pinpoints the exact location of each error.

Update the records in your file based on the errors, save the file, and re-upload it to complete the import.

How do I keep my accounting data up to date?

Making minor changes in-app

Use the in-app editor for quick, granular changes to individual records (adding, renaming, or deleting data one by one).

1. Navigate to Connections

2. Select the "Using another accounting software?"

3. Click "Edit accounting data"
   

4. From the editor, you can add, rename, or delete data manually

5. Once you Save changes, they will be immediately visible to your users when coding expenses or bills

Performing bulk updates and deletions (file upload)

For major changes, bulk additions, or full data replacement, use the file upload feature. This method uses an overwrite logic to sync your Airwallex data with the content of your uploaded file.

1. Navigate to Connections and select the "Using another accounting software?"

2. Scroll down the page and select "Update data"
   

3. On the next page, you can download your existing template
   

4. Edit the downloaded file as needed. You can:
   • Add records by inserting new rows.
   • Rename Airwallex display names for existing records.
   • Delete records by removing their rows from the file.

5. After editing the file, upload the updated version. You will then be able to review the proposed updates for each field. Uncheck the "Compare changes" box to choose whether to delete or keep specific entries.
   

   

6. Click "Save" to instantly make your changes visible to users coding expenses or bills.

How do I delete & upload new accounting data?

To fully remove your existing accounting data before importing a new structure, follow these steps:

1. Navigate to Connections and select the "Using another accounting software?"

2. Scroll down to the bottom of the page and click on "Remove uploaded data". When the confirmation pop-up appears, select "Delete data" to proceed.
   

3. Airwallex will delete all your existing accounting data, allowing you to import your data from scratch.