Here you can find all steps to setup the connection between Rydoo and Xero, how
to choose the right connection settings and to export the data from Rydoo towards Xero.
<< Setting up the connection >>
From your navigation bar select Admin > under ACCOUNT SETTINGS, click on Integrations. Choose ‘Xero’ and and click on the blue 'Connect'-button:
Fill in your Xero login details, click on 'Allow access'
<< Choose your settings >>
Choose the branch from your company that you would like to connect with Xero.
In Rydoo, you can create different corporate entities in your account through the
creation of ‘Branches’. They are entities with different VAT numbers and therefore have independent accounting reports. Thus for purposes regarding Rydoo, operate
independently.
Since it is also possible to connect with your account partner on a branch level, you can export to different Xero accounts or to the same account.
Two different ways to establish a connection:
1. via ‘Back to the overview’, this allows you to link branches to a different Xero account.
2 via ‘Add new setting’, this allows you to link the different branches to the same
Xero account.
In order to keep a clear overview of the connections made, you can edit the name from ‘default setting’ to the ‘branch name’ by clicking on the edit button:
Choose if you would like your 'Tracking Categories' to be imported in Rydoo so you can assign expenses to them. (see section what we import / export => tracking categories)
Choose your export settings and click on ‘Save’ then ‘Synchronize’. To decide which
export settings to use, see section: How Expenses are Exported Towards Xero.
<< What we import / export >>
Chart of Accounts:
The chart of accounts are automatically imported for you and will be visible under ‘Categories’ in Rydoo.
In Rydoo:
As an advise, if you do not want to use all categories, make sure to disable them rather than deleting them, if not they will reappear when you synchronize.
Note: If there are more than 1 categories that you need to deactivate, you can use the Import to deactivate categories.
In Xero:
Make sure that the categories you use are of type: ‘Expense: Depreciation / Direct Costs / Expense / Overhead
Tax rates: we import all the tax rates that are available in Xero (default rates + flat rates). Under the ‘advanced accounting’ settings you will find all the tax rates that we import.
As we are an expense management tool, you can only use the tax rates that are linked to expenses. In this case, before linking any expenses to a tax rate, we strongly advise to disable the ones that cannot be used.
Bank Accounts: The bank accounts that you have added in Xero, will appear under the payment methods per user profile.
Tracking Categories: This is useful if you would like to track the performance of areas within your company. Your Xero Tracking Categories will appear in the 'Custom Fields' of Rydoo and will be available in the Mobile Application as well.
In Xero: via your settings / general settings / tracking, you can add your tracking
categories.
In Rydoo they will appear under custom fields:
Those custom fields will appear as a ‘drop down’ menu for the users to select from when adding an expense.
<< How Expenses are Exported Towards Xero >>
Personal/reimbursable expenses can be exported to the following sections of Xero:
Expense claim: Reimbursable expenses that are exported towards ‘expense claims’ will appear under accounts / expense claims in Xero with the Rydoo user as a supplier:
The Rydoo user will be added to your list of suppliers:
Note: Please make sure that the Rydoo users are added as contacts in Xero and that the email address is identical in both systems:
· Purchase bill (most common): all reimbursable expenses will be exported as (purchase) bills with the name of the Rydoo user set as a supplier in the 'From'-field of Xero. You can choose which status you want the (purchase) bills to have in Xero: Draft / Awaiting Approval / Awaiting Payment.
Company expenses can be exported to the following sections of Xero:
· Expense Claims: Non-reimbursable (company) expenses that are exported towards ‘expense claims’ will appear under accounts / expense claims in Xero with the Receipt Merchant as a supplier:
The receipt merchant will be added to your list of suppliers:
· Purchase bill (most common): all company expenses and invoices will be exported as (purchase) bills with the name of the merchant set as a supplier in the 'From'-field of Xero. You can choose which status you want the (purchase) bills to have in Xero: Draft / Awaiting Approval / Awaiting Payment.
· Transactions: With Rydoo you can have your company expenses and invoices to be exported to the transaction section of Xero. So you can easily reconcile them with your direct data-feed of your bank into Xero.
To make sure your company expense are going to the right bank account in Xero, you have to link the payment methods of your Rydoo users to the designated bank account of Xero. You need to do this in the company settings of Rydoo in the section 'Users'. By opening their details and linking the payment method to a Xero bank account.
· Mileage Expenses: Mileage claims (reimbursable expenses) can be exported towards ‘expense claims’ or ‘purchase bills’:
When exported towards expense claims they will appear as follows:
When exported towards purchase bills they will appear as follows: