Among all Receiptor AI agentic skills, you’ll be able to sync all the extracted documents with your Xero bank feed. Here is how:
Go to Integrations in your left sidebar.
Click Connect to Xero.
You'll be redirected to Xero to log in and authorize the connection.
Once authorized, you'll be returned to Receiptor AI with a confirmation. Your Xero connection is now active.
When you connect to Xero, your Chart of Accounts is automatically imported into Receiptor AI.
Go to Settings > Chart of Accounts.
Find the imported Xero chart and click Set as Default (the star icon on the left).
Once set as default, every new document will be auto-categorized against your Xero accounts using AI, so your exports are already categorized when they arrive in Xero.
You have two ways to export: manually or automatically.
Use this when you want to review documents before sending them to Xero.
Go to the Documents section.
Select the documents you want to export (use the checkboxes to bulk select).
Click Export.
Select your Xero account as the destination.
Use this to push every new document to Xero as soon as it is extracted, with no manual steps.
Go to Automations.
Find the Sync new documents to Xero automation.
Click Turn on.
From this point, every document Receiptor AI extracts will be automatically sent to Xero.
You can also build a custom automation rule with conditions (e.g., only export documents where payment status is Unpaid, or only from a specific merchant). See How to set up automation rules for details.
Both receipts and invoices create a Bill transaction in Xero, with all extracted data (merchant, amount, date, due date, category) and the original document attached as a file.
If a matching transaction already exists in Xero, Receiptor AI will only attach the document to it. It will not recreate the transaction or overwrite any existing data.
The status of the Bill when it arrives in Xero depends on your Default Bill Status setting (see Integration settings below).
There are three ways to track export status, depending on how much detail you need.
In the Documents list, each row shows a small set of icons on the left side. The export icon appears on any document that has been exported at least once. Hover over it to see a quick summary of where the document was sent.
At the top of the Documents section, you'll find pre-built tab filters:
To Export: documents that have never been exported to any destination.
Exported: documents that have been exported at least once.
You can also build this as a saved filter: open Filters > Workflow, and set Export Status and Export Destination, then save the view so you can reload it anytime.
Open any document by clicking on the vendor name. In the left panel, you'll see a List of exports showing every time that document has been exported, the destination, the date, and a direct link to the corresponding transaction in Xero.
Go to Exports in the left sidebar to see every export job across all documents and all destinations. You can filter by status (completed, failed, processing) and by destination (Xero, QuickBooks, CSV, etc.).
Once your Bills are in Xero, you can use Xero's built-in matching to reconcile them against your bank transactions.
If you have a connected bank account or imported bank statements in Xero:
Open your bank transactions in the Accounting > Bank Transactions section in Xero.
Xero will suggest matches between bank transactions and the Bills Receiptor AI created.
Confirm the matches. The bank transaction will be linked to the Bill (which already has your original document attached) and posted to your register.
This gives you a complete audit trail: bank transactions, accounting entries, and source documents, all linked in one place.
You can customize the Xero integration under Integrations > Settings. Here is what each option does.
Export Currency: Choose how Xero should handle document currency during export. If you have access to the ‘multi-currency’ feature with your Xero subscription, you can choose ‘Documents currency’. If not, you might want to choose ‘Base currency’ so that every transaction uses your preferred currency when exporting to Xero.
Enable Auto-categorization (enabled by default): Receiptor AI automatically assigns the correct account from your Chart of Accounts to each document before it is sent to Xero. Disable this toggle if you prefer to categorize manually.
Enable Per-Line-Item Categorization (disabled by default): When enabled, each line item on a document is categorized individually instead of using a single category for the whole document.
Merge Line Items (disabled by default): When enabled, all line items on a document are combined into a single entry in Xero instead of being sent as individual line items.
Default Bill Status: Controls the status Bills have when they arrive in Xero. Choose from:
Draft: saved but not submitted, you review and approve manually.
Submit for approval: sent into your Xero approval workflow.
Approved: posted directly to your accounts with no manual step required.
Create Custom Tax Rates (disabled by default): When enabled, Receiptor AI automatically creates a new tax rate in Xero if no matching rate exists for a document's tax information.
Use Zero Rate for Unmatched (disabled by default): When enabled, documents whose tax rate cannot be matched to an existing Xero rate are exported with a 0% tax rate instead of failing.
Fallback Tax Code: The default Xero tax code applied to any document when no other tax rate can be matched.
Q: Can I connect more than one Xero organization?
A: Yes. You can connect multiple Xero organizations. When exporting manually, you choose which one to send to. For automatic exports, your automation rule specifies the destination.
Q: What if a transaction already exists in Xero?
A: Receiptor AI detects the existing transaction and only attaches the document to it. Nothing is duplicated, overwritten, or modified.
Q: Will the original receipt or invoice be visible in Xero?
A: Yes. The original PDF is attached to the Bill in Xero, so you can access it directly from the transaction.
Q: Can I auto-export only certain document types or merchants?
A: Yes. Create a custom automation rule with conditions (e.g., document type, merchant name, payment status) and set the action to Send to Xero. This gives you full control over what gets exported.
Q: My document was exported but I don't see it in Xero. What should I check?
A: Go to Exports History in Receiptor AI and check the status of the export. If it shows as failed, copy the Job ID and contact support via live chat or at [email protected].
Talk to us via the live chat in the bottom-right corner of your dashboard, or email [email protected].
