Today, all key reimbursement actions (e.g., submission, approval, payment) occur on a report basis. Syncing to Xero follows this pattern: after final approval, reports are synced as a bill in Xero, with a line item representing each individual reimbursement. This means that all Expense Category, Tracking Category, and Tax Rate data are correctly attributed based on the selections for each individual reimbursement. All attached receipts will also be synced across.
In more detail, reports sync to Xero at multiple points in the workflow:
- After the report receives final approval and the status transitions to “Awaiting payment” in Airwallex, an “Awaiting payment” bill is created in Xero
- Whenever a transfer payment is created for the “Awaiting payment” report, it is synced over and matched to the relevant Xero bill
- Whenever the status updates on a previously created transfer payment (e.g., in rare instances, a payment may fail)
The Xero bill is mapped to a Xero contact using the submitter’s name. If this employee does not already exist as a contact, Airwallex will create one. If a contact already exists, Airwallex will not create duplicates (all future reimbursements will be synced to that same contact, barring a name change in Airwallex). Please see below for a description of how each individual value syncs over:
- Reimbursement description: This field syncs to the Xero line item Description field for each individual reimbursement
- Merchant: This field also syncs to the Xero line item Description field for each individual reimbursement
- Submitted date: This field syncs to the Xero Date field. Please note that this is not the actual listed transaction date – it’s the date the user submitted it for reimbursement in Airwallex
- Final approval date: The final approval date in Airwallex syncs to the Xero Due Date field
- Report ID: This field syncs to the Xero Reference field
- Transaction amount (or amount claimed for foreign transactions): This field syncs to the Xero Unit Price field
- Quantity: This field is fixed as one per reimbursement
- Expense Category: This field syncs to the Xero Account field
- Tax: This field syncs to the Xero Tax Rate field
- Tracking categories: These fields sync to the corresponding Xero tracking category fields
- Comments: This field syncs to the Xero History & Notes section as a note
- Receipts: Any receipt attachments will be attached to the Xero bill as a file
Payment information is synced to Xero whenever a transfer payment is created for the “Awaiting payment” reimbursement report and whenever a previously created transfer payment’s status updates.