The Xero integration in Receiptor AI automatically syncs your receipts and invoices with your Xero accounting system, eliminating manual data entry and ensuring accurate financial records.
Automatic Receipt Processing: Receipts are automatically extracted, categorized, and sent to Xero
Intelligent Tax Rate Mapping: AI-powered tax rate matching with your existing Xero tax codes
Custom Tax Rate Creation: Automatically creates new tax rates when needed
Intelligent Categorization: Uses AI to match expenses to your Xero chart of accounts
Multi-Currency Support: Handles receipts in different currencies with automatic conversion
Bulk Processing: Send multiple receipts to Xero at once
Real-time Sync: Webhooks keep data synchronized between systems
Attachment Handling: Original receipt images are attached to Xero bills
Navigate to Integrations in your Receiptor AI dashboard
Locate the Xero integration card and click Connect
Authorize Receiptor AI to access your Xero data
Select which Xero organization to connect (if you have multiple)
Manual Processing
Select receipts in Documents using checkboxes
Click "Send to Xero" from the bulk actions menu
Choose your Xero organization
Track progress in the Export History queue
Automatic Processing
Go to Sources > Accounts and select your email account
Enable Auto-forward to Xero
Choose your Xero organization
All receipts from that email will automatically sync after processing
Access Integrations > Xero > Settings to customize your integration. All settings use conservative defaults to prevent unexpected behavior.
When you upload a receipt, here's what happens:
AI Extraction - Receiptor AI extracts merchant, amount, tax, and line items from your receipt
Tax Rate Mapping - The system matches receipt tax rates to your Xero tax codes (within your configured tolerance)
Custom Tax Rate Creation (if enabled) - Creates new tax rates in Xero when no match exists
Category Assignment (if enabled) - AI categorizes expenses using your chart of accounts
Contact Creation - Merchants are created as contacts in Xero (if they don't exist)
Bill Creation - A bill is created with your configured status (Draft, Submitted, or Authorised)
Attachment Upload - The original receipt image is attached to the Xero bill with a reference link
Default: Disabled
Purpose: Automatically creates new tax rates in Xero when no matching rate exists
Enable if: You deal with international transactions or multiple jurisdictions
Disable if: You require strict control over your chart of accounts
Example: Receipt with 22% Italian VAT → creates "VAT 22%" in Xero (if enabled) or uses fallback code (if disabled)
Default: 0.5%
Range: 0.1% to 2.0%
Purpose: Allows small variations when matching tax rates
Example: Receipt with 9.8% tax matches Xero's 10% GST rate (within 0.5% tolerance)
Adjust to: 0.1-0.2% for precise matching, 1.0-2.0% for looser matching
Default: INPUT
Purpose: Default tax code used when no match is found and custom creation is disabled
Options: INPUT, OUTPUT, NONE, EXEMPT, ZERORATEDINPUT, ZERORATEDOUTPUT
Common use: Safe default for handling unusual tax scenarios
Default: Enabled
Purpose: Treats items with missing tax information as tax-free
Enable to: Prevent incorrect tax calculations when information is incomplete
Disable to: Use fallback tax codes for all unmatched items
Tax Matching Process: The system follows this sequence: (1) Exact match within tolerance → (2) Custom creation (if enabled) → (3) Fallback code → (4) Preserve original tax rates for calculations
Default: Disabled
Purpose: AI analyzes receipts and matches them to appropriate Xero expense accounts
How it works: Uses merchant name, description, and line items to determine the correct account
Fallback: Uses account code "429" when disabled
Enable if: You have a well-organized chart of accounts and want to reduce manual work
Example: Restaurant receipt → "Meals & Entertainment" account
Default: DRAFT
Purpose: Sets the approval status for all bills sent to Xero
Choose based on your workflow:
Status | When Bills Appear | Best for |
DRAFT | As drafts requiring manual review | Review-heavy workflows, thorough verification processes |
SUBMITTED | In "Awaiting Approval" status | Approval workflows, team sign-off requirements |
AUTHORISED | Immediately approved, ready for payment | Pre-approved vendors, trusted merchants, fast-track processing |
Keep Xero Updated: Maintain the current chart of accounts and tax codes
Review Before Approving: Always check draft bills in Xero
Use Consistent Names: Keep merchant names consistent for better contact matching
Upload Quality Images: Clear, complete receipt images ensure accurate extraction
Monitor Regularly: Check integration status and address issues promptly
Small Businesses: Enable custom tax rate creation for flexibility
Large Organizations: Disable custom creation for better control
Multi-Country Operations: Set appropriate fallback tax codes for your jurisdiction
Complex Tax Scenarios: Use a tighter tolerance (0.1-0.2%) for precise matching
Batch Processing: Process receipts in batches for efficiency
Weekly Reviews: Schedule regular reviews of draft bills
Train the AI: Correct categorization mistakes—the system learns from your corrections
Keep Backups: Retain original receipts even after Xero sync
Connect multiple Xero organizations
Each organization has its own tax configuration
Select the destination organization when sending receipts
The integration automatically handles Xero's API limits with:
Automatic Throttling: Manages request rates
Queue Management: Queues receipts when limits are reached
Retry Logic: Automatically retries failed requests
In-App Support: Use the chat widget in Receiptor AI
Email: support@receiptor.ai
Documentation: Check our help center for updates
Community: Join our user community for tips and tricks
Error messages (exact text)
Document ID or screenshot
Integration status
Steps you've already tried
Check Xero's service status page
Verify Receiptor AI has the necessary permissions
Confirm you're using the correct Xero organization
Ensure both systems are up to date
