How do I integrate Capture Expense with Xero?

Modified on Tue, 10 Dec at 3:04 PM

Capture Expense integrates with Xero to provide a simple way to report expenses.

Get started by choosing an Integration Type and integrate with your existing systems to Provision Employees, Categories and sync Approved Expenses with accounts.

Important:

If you don't find your Integration Type, contact Capture Expense support. This article describes how to perform the following:

Connect to Xero
Sync VAT records
Sync Category records
Map Capture Expense User Accounts to Xero contacts

Note:

You can automatically connect to Xero and create a new Capture Expense organisation by clicking the Sign Up link.

To connect to Xero

If you signed up through the Xero Marketplace, you’ll already have the connection in place. You can still use this to view any error logs or disconnect Capture Expense from Xero.

Navigate to the Choose Integration Type drop-down menu.
Go to to Setup> Settings> Integration tab
Select Xero from the menu.

The Xero connection details appear.
Click the Connect to Xero button. The Log in to Xero page appears.
Follow the instructions to connect your Xero organisation and provide Capture Expense with access. Once connected you can see your Xero organisation name.
Perform either of the following:
1. Choose Xero from the Integration Type drop-down list and connect to other organisations, which will then appear in the list.
  Note: Remember to use the Default option, from which Capture Expense will use to sync records.

Click on the name to which you have access. You can then disconnect your organisation and view any logs.
Add multiple Xero connections, although Capture Expense uses only one at a time based on the Default checkbox.

To sync tax records

Navigate to the VAT Records page.
Go to to Setup> Overview> VAT Records or Setup> Vat
Click Actions and select Sync VAT from the menu. The Xero tax records are displayed.
Continue to edited or remove the record(s) as required.

Note:

Capture Expense must have the VAT code to post transactions into Xero.

To sync category records

Navigate to the Categories page.
Go to to Setup> Overview> Expense Categories or Setup> Category
Click Actions and select Sync Categories from the menu. The Xero Category (Overhead) records are displayed.
Continue to edited or remove the record(s) as required.

Note:

Capture Expense must have the GL code to post transactions into Xero. Remember to include the relevant GL code when creating additional Categories.

To map user accounts

Navigate to the Peoples page.
Go to to Setup> Overview> User Accounts or Setup> People
Select the relevant account record.
Click Edit. The User Account details appear.
Navigate to the Xero Supplier drop-down list.
Select the relevant Contact.
Click the Save button. The Contact is used to report on out of pocket expenses such as Purchase Bills to be reimbursed.

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