The Xero integration in Receiptor AI automatically syncs your receipts and invoices with your Xero accounting system, eliminating the need for manual data entry and ensuring accurate financial records. This guide covers everything you need to know to set up and use the integration effectively.
Automatic Receipt Processing: Receipts are automatically extracted, categorized, and sent to Xero as draft bills
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: Go to your Receiptor AI dashboard and click on "Integrations"
Find Xero: Locate the Xero integration card
Connect Account: Click "Connect," and you'll be redirected to Xero's authorization page
Grant Permissions: Authorize Receiptor AI to access your Xero data
Select Organization: Choose which Xero organization to connect (if you have multiple)
There are two ways to configure how receipts are sent to Xero:
Select Receipts: In Documents, use checkboxes to select multiple receipts
Bulk Actions: Click "Send to Xero" from the bulk actions menu
Choose Organization: Select which Xero organization to send to
Monitor Progress: Track processing status in the Export History queue
Set up automatic forwarding from your email accounts:
Go to Sources > Accounts and select your email account
Enable Auto-forward to Xero
Choose which Xero organization to send to
With automatic processing, documents extracted from that email account will be automatically sent to Xero after processing.
Document Upload: Upload receipts via email, WhatsApp, or bulk upload via web interface
AI Extraction: Receiptor AI extracts key information (merchant, amount, tax, line items)
Tax Rate Mapping: AI matches receipt tax rates to your Xero tax codes
Category Assignment: Expenses are automatically categorized using your chart of accounts
Contact Creation: Merchants are automatically created as contacts in Xero
Bill Creation: A draft bill is created in Xero with all extracted information
Attachment Upload: The original receipt image is attached to the Xero bill
For each receipt, Receiptor AI creates:
Draft Bill: A purchase bill in draft status for your review
Contact: The merchant/supplier (if it doesn't already exist)
Line Items: Detailed breakdown of purchased items (when available)
Tax Codes: Appropriate tax rates are applied to each line item
Attachment: Original receipt image attached to the bill
Reference: Link back to the original document in Receiptor AI
The Xero integration includes advanced tax handling with four key settings:
Enabled (Default): Automatically creates new tax rates in Xero when no matching rate exists
Disabled: Uses fallback tax code for unmatched rates
Example: If your receipt shows 7.5% tax and no matching Xero rate exists:
Enabled: Creates "Custom 7.5%" tax rate
Disabled: Uses fallback tax code (e.g., "INPUT")
Default: ±0.5%
Range: 0.1% to 2.0%
Example: With 0.5% tolerance, a 10% receipt tax rate will match Xero's "GST 10%" rate, but a 10.6% rate won't match.
Default: "INPUT"
Options: INPUT, OUTPUT, NONE, EXEMPT, ZERORATEDINPUT, ZERORATEDOUTPUT
When used: When no matching tax rate is found and custom rate creation is disabled or fails.
Enabled: Applies 0% tax rate to items that can't be matched
Disabled: Uses fallback tax code instead
Exact Match: The system looks for existing Xero tax rates within tolerance
Custom Creation: If enabled and no match found, creates a new tax rate
Fallback: If creation fails or is disabled, it uses the fallback tax code
Preservation: Original receipt tax rates are preserved for calculations
Keep Xero Updated: Ensure your chart of accounts and tax codes are current
Review Draft Bills: Always review draft bills in Xero before approving
Consistent Merchants: Use consistent merchant names for better contact matching
Quality Receipts: Upload clear, complete receipt images
Regular Monitoring: Check integration status regularly
Small Businesses: Enable custom tax rate creation for flexibility
Large Organizations: Consider disabling custom creation for better control
Multi-Country: Set appropriate fallback tax codes for your jurisdiction
Complex Tax: Use a tighter tolerance (0.1-0.2%) for precise matching
Batch Processing: Process receipts in batches for efficiency
Regular Reviews: Set up a weekly review process for draft bills
Category Training: The AI learns from your corrections, so fix categorization mistakes
Backup Strategy: Keep original receipts as backup even after Xero sync
If you have multiple Xero organizations:
Connect Multiple: You can connect multiple Xero organizations
Choose Destination: Select which organization to send receipts to
Separate Settings: Each organization has its own tax configuration
The integration respects Xero's API limits:
Automatic Throttling: The system automatically manages request rates
Queue Management: Receipts are queued when limits are reached
Retry Logic: Failed requests are automatically retried
In-App Support: Use the chat widget in Receiptor AI
Email Support: Contact support@receiptor.ai
Documentation: Check our help center for updates
Community: Join our user community for tips and tricks
Error Messages: Include exact error text
Receipt Details: Provide the document ID or screenshot
Integration Status: Note your Xero connection status
Steps Taken: Describe what you've already tried
For Xero-related issues:
Xero Status: Check Xero's service status page
Permissions: Verify that Receiptor AI has the necessary permissions
Organization: Confirm you're using the correct Xero organization
Version: Ensure you're using the latest version of both systems
