Step 1:

1. Navigate to the 'Admin' section in your navigation bar.
2. Select Integrations and choose 'Xero'.
3. Click on the blue 'Connect' button to complete the integration process.

Step 2:

• Select the branch from Rydoo (your company) you'd like to link with Xero.

NOTE: When connecting for the first time, you will be asked to log in to your Xero account. Enter your Xero login information and then click on 'Allow access' to proceed.

Step 3:

1. Select your preferred export settings
2. Click the 'Save' button.
3. Lastly, click on the 'Synchronize' button.

NOTE: Refer to the "How Expenses are Exported Towards Xero" section to determine which export settings to choose.

IMPORTANT: After you successfully connect, the Categories, Tax, and Bank Account will be automatically imported into our system. If you have enabled the integration settings for 'Tracking Categories', the custom field will also be imported.

Unsuccessful Sync

If the synchronization between both accounts was unsuccessful, you will see the following:

In this case, if you have selected the 'Tracking Categories' option, make sure that you have also created them in Xero. If not, the synchronization will fail.

In Rydoo, you can create various corporate entities in your account by creating 'Branches'. These branches are separate entities with their VAT numbers and, as a result, you can produce independent accounting reports. This allows them to operate independently within the context of Rydoo.

1. Single Xero accounts:
   
   To link different branches to the same Xero account, use the 'Add new setting' option.
   
   Tips: To maintain a clear understanding of the connections, you can rename the 'default setting' to 'Branch Name' by clicking on the 'edit name' button.
   
   
2. Multiple Xero accounts:
   
   

   Use the 'Back to the overview' button, it will enable you to link branches to a different Xero account.

   
   Note: It's important to click on 'Back to the Overview' when connecting to another Xero account to prevent the cross-syncing of categories, taxes, and the custom field for 'tracking categories'.

We only import categories of the section type 'Expenses':

• Depreciation
• Direct Costs
• Expense
• Overhead

• Xero Chart of Accounts

To access your 'Chart of Accounts' in Xero, simply navigate to

      > 'Accounting' tab

         > 'Advanced' section

            > Chart of Accounts

• Rydoo Categories

The chart of accounts is automatically imported and will be visible under the 'Categories' section in Rydoo.

• Managing categories in your account

Rather than deleting categories that you do not wish to use, it is recommended to disable them. If you delete a category, it may reappear when you synchronize 

If multiple categories need to be deactivated, you can use the 'Import to deactivate categories'

Tracking Category can be compared to a secondary chart of accounts, which enables you to categorize transactions that are separate from your chart of accounts. 

• Xero Tracking Categories

The tracking categories are added via the 'Accounting' tab.

1. Locate the 'Advanced' section
2. Select 'Tracking Categories'
3. You will be directed to the screen where you can see the option 'Add Tracking Category'
   
   

• Rydoo Custom Field

Here's how to import into Rydoo:

1. Access your 'Integrations' page
2. Select your Xero configuration
3. In the 'Import (optional)' section
4. Select 'Tracking Categories'
5. At the end of the page, click on 'Save'
6. After, don't forget to click on 'Synchronize'
7. Once the green banner confirms the sync, go to the 'Custom Field' tab
8. Confirm a custom field named the same as the Tracking Category in Xero was created with the list imported
   
   

Rydoo offers you the flexibility to choose between adding a personal or a company card as your preferred payment method. Adding your preferred payment method is easy and can be done in just a few simple steps.

• Xero Bank Accounts

To create bank accounts in Xero, simply access:

 > 'Accounting'

   > 'Bank Accounts'

• Rydoo Bank Accounts

Here's how to import into Rydoo:

Step 1:

1. Access your 'Admin' section in Rydoo
2. Select your 'Payment method' tab
3. 'Add a new payment method'

Step 2:

Fill in all the fields in the Payment Method information.

For reimbursable payment method. It isn't required to link each payment method you add to a bank account that has been imported from Xero. 

For non-reimbursable payment methods. It's important to choose the appropriate payment method type field. This will enable you to select the proper bank account imported from Xero. It is required to link each payment method you add to a bank account that has been imported from Xero. 

1. Payment Method Type: 'Credit Card' or 'American Express'
   It depends on your card provider.
2. Name: 'Company card'
   We recommend a name that it's clear for the user that is a company card payment method.
3. Card Ownership: 'Company'
4. Bank Account (optional): even though it says 'optional', this field becomes required for successfully syncing expenses to Xero. Please link it to a bank account that has been imported from Xero.
5. Click 'Save'
   

• For more details, please watch the video below

We automatically import all the tax rates set up in Xero. 

• Xero Tax Rates

To add any additional custom tax rate in Xero, access 'Advanced Accounting' > 'Tax rates'

• Rydoo VAT Rates

Here's how to disable a tax rate in Rydoo:

1. Navigate to your 'Admin' section
2. Select your 'Tax rates' tab
3. Select the tax rate you wish to disable
4. Toggle the switch to the left to disable the tax
5. At the end of the page, click on 'Save'

All expenses will be displayed in Xero under the 'Supplier' name (User name).

At your Rydoo's Xero integration setup page, select the following definitions:

1. Export reimbursable expenses as: Expense Claim
2. Export company expenses as: Expense Claim

• Reimbursable Expenses

All expenses will be displayed in Xero under the 'Supplier' name (User name).

IMPORTANT:

• Please ensure that the user has an Xero Account. If not, the export will fail.
• Expense Claim option must be enabled in Xero.
• It's required to have all 'Permissions' enabled in Xero, please access 'Settings' > 'User'
• Non-Reimbursable Expenses

How to find expense claims in Xero:

- "Business" tab → Expense claims

How to add the user to the account:

Company name → Settings → Users → Invite a user.

 - Pay attention that all permissions should also be added to this user

Please ensure to link the payment method you created in Xero to Rydoo, refer to the "What we import from Xero: Bank Accounts" section to determine how to create a payment method.

•  Overview:

At your Rydoo's Xero integration setup page, select the following definitions:

1. Export reimbursable expenses as: Purchase Bills
2. Export company expenses as: Purchase Bills

Additionally, it's possible to define in which status the expense will be displayed on the Purchase Bills section of Xero:

1. Draft
2. Awaiting Approval
3. Awaiting Payment

The expense will be recorded as a Purchase Bill in Xero, including all relevant details: Expense Amount, Date, Category, Comment, Chart of Accounts, and Tracking Category (if enabled).

NOTE: Although the expense is listed as a bill in Xero, 'reimbursable' expenses are listed under the name of the Rydoo user who created the expense, while 'non-reimbursable' expenses are listed under the name of the merchant specified in Rydoo.

• Example in Xero: Draft
  
  
• Example in Xero: Awaiting Approval
  
• Example in Xero: Awaiting Payment
  
  

Rydoo allows you to export your company expenses and invoices to the transaction section of Xero. This makes it easy to reconcile them with your bank's direct data feed into Xero.

To ensure that your company's expenses are directed to the correct bank account in Xero, it is required to link the payment methods used by your Rydoo users to the designated bank account in Xero. For more details, check the section "What we import from Xero: Bank Accounts".

At your Rydoo's Xero integration setup page, select the following definitions:

1. Export reimbursable expenses as: Transactions
2. Export company expenses as: Transactions

IMPORTANT:

Export as Transactions has some limitations:

1. We can export only 'Regular Expenses' as transactions
   • The export of expense types: 'Mileages' and Per Diems' fails.
2. The payment method specified in expenses should be linked to the Xero Bank Account.
   • It is required to have a Bank Account linked to the Payment Method.
3. The payment method should be specified in the expense.
   • If there's no payment method linked to a Bank Account the export will fail.

How to find Transactions in Xero:

• Accounting
  • Bank accounts
    • Search for the bank account linked to the payment method from expense.
      
      

After setting up the import of the information from Xero, Rydoo Users will submit the expenses through your account workflow.

• Step 1: Prepare Your Accounts

1. Ensure Accounts are Set Up: Before exporting expenses, make sure that your Xero account and Rydoo account are properly set up.
2. Check Integration: Verify that the integration between Rydoo and Xero is active and configured correctly.

• Step 2: Review Expenses in Rydoo

1. Log into Rydoo: Access your Rydoo account using your credentials.
2. Navigate to Expenses: with the 'Finance Role' go to the 'Expenses' section to review the expenses you wish to export.
3. Verify Details: Ensure all expense details such as amount, date, category, and payee are accurate and complete.
4. The status of the expense should precede 'reported'
   • 'Completed' → if the approval module is disabled
   • 'Approved' → if only the approval module is enabled
   • 'Controlled' → if approval and controller modules are both enabled in inappropriate status are just skipped from export without causing any errors (if they were exports with valid expenses)

• Step 3: Initiate Export from Rydoo

1. Export to Xero: Click on the 'Sync to Xero' button as the destination.
2. Select Expenses: Configure the export settings, such as the date range and if needed, the specific branch you would like to sync the expenses from.
   
            

To see which expense will get exported first, click on the 'date' column in your expense overview:

• Step 4: Confirm and Export

1. Start Export: Click 'Sync' to begin the process. Rydoo will process the expenses and send them to Xero.

• Step 5: Verify Export in Xero

1. Log into Xero: Access your Xero Online account.
   Navigate to the 'Purchase Bills', 'Expense Claims', or 'Transactions' section to find the newly imported expenses.
2. Check Expense Details: Verify that all expenses have been imported correctly with the appropriate details such as amount, date, category, comment, and tracking categories (if enabled)

Xero Connection failed

• Step 1
  • Check if anything has come across your Xero account despite the error message.
  • How to solve it
    • If expenses were sent to Xero despite the error, it is strongly advised to delete those transactions in your accounting software before trying to export again. If not, duplicate entries will be exported.
• Step 2
  • Check if the connection between both platforms is still active.
    • Go to the 'Integrations' tab and click on the synchronization tab.
      • If the synchronization between both accounts is successful, the following will appear:
        
      • If the synchronization between both accounts is unsuccessful, the following will appear:
        
  • How to solve it
    • It is required to fully disconnect and reconnect.
      • Go to the 'Integrations' tab and click on the arrow next to the 'Synchronize' button.
      • Click on the option 'Disconnect':
        

IMPORTANT: If there are multiple Branches with a different Xero Account. It's required to click on 'Back to the Overview' after the branch is disconnected.

Xero Type of Chart Account Imported

If any categories were not imported, kindly verify the Account type in Xero.

The types under the following sections will NOT be imported:

• Assets
• Equity
• Labilities
• Revenue

Xero Specific Export

Only expenses from the branches specified in the integration settings can be exported. This ensures that financial data remains organized and aligned with the designated branches, preventing any unintended transactions from being included. By focusing on the specified branches, the export ensures that only the necessary expenses are transferred. This targeted approach enhances the integrity of the data being exported.

Xero Bank Account Management in Rydoo

Expenses should be paid using the payment method linked to the Xero bank account. If an expense is not linked to the appropriate payment method, the export will fail. This ensures that all transactions are accurately matched with their corresponding bank accounts in Xero, making sure your financial records are consistent and accurate. Proper linkage prevents discrepancies and ensures a smooth export process, enabling reliable financial reporting and management.

• How to solve it:

1. Go to the 'Admin' section in Rydoo
2. Access the tab 'Payment methods'
3. Click on the relevant user and link the payment method with a Xero bank account.

Inactive Categories in Rydoo

There are two possible cases with the import of categories as inactive in Rydoo

1. Categories became inactive after the sync
   a. The categories became inactive if the branch was connected to another Xero organization.
     → While trying to connect multiple Xero accounts in Rydoo, it's possible that the link happened with an incorrect Xero entity.
   b. Integration connection is no longer valid.
   
   How to fix it:
   - It's required to reconnect the company and select the correct organization. After the sync, the categories should be manually activated
   Note: to validate that categories remain active, perform the sync one more time.
   
   
2. Categories became inactive and remained deactivated after syncing
   This usually occurs when the categories with the same 'Name' and 'ID' are already added to the account, therefore the import fails as each category needs to be unique. 
   
   How to fix it:
   Is required to delete the existing imported Xero categories or categories with Rydoo Source that contain the same data as the ones from the Xero Chart of Accounts.
   
   

If there are expenses attached to the category it's recommended that you rename them.
After syncing, the category will appear in the list with Xero as the source and remain active.

Unmatching Currency between Rydoo and Xero

Error Message: 'The currency of this expense or your branch does not match with the currency of your accounting software. Please change the currency.'

Usually, the error is caused by missing currency on the Xero settings.

• How to solve it

1. Access your Xero Account
2. Click on the 'name of the company'
3. Go to the 'Settings' tab
4. Locate the 'Currencies' section
5. 'Add new currency' that you currently have set up for your Rydoo branch.

Xero Tax Rate Error

This error message indicates that the expense is linked to an incorrect and/or inactive Tax Type.

The Tax rates should be of type 'expense', we recommend deactivating the ones from different types.

1. Imported Tax Rates:
   Only expenses with tax rates that have been previously imported to Xero will be successfully exported.
2. Rydoo-created Tax Rates:
   Expenses with tax rates created in Rydoo will fail to export to Xero.
3. Custom Tax Rates:
   If an expense has a custom tax rate entered during its creation, the expense will be exported, but the tax rate will not be displayed in Xero.
   
   

Custom Field Limitations

• Rydoo Custom Fields: The values of Rydoo custom fields will not be displayed in the expense report in Xero.
• Visible Fields: Only fields imported from the 'Tracking Categories' will be shown in the Xero expense report.
  
  

Xero Accounting Management

The error message indicates that the accounting period in Xero is closed for the expenses that were part of the export.

• How to solve it

1. Validate in Xero if your accounting year is still open for that date:
   
   > Accounting
       > Advanced
          > Financial settings
   
2. Edit the closing date if necessary
   
   
3. After the changes have been made, please synchronize your account under the 'Integrations' tab to update the information and try to export again.
   
   

NOTE: Sometimes users can submit old expenses at a later date. In this case, check the oldest expense that is ready to be exported. If the date is incorrect, simply open the expense and correct it.

To find the oldest (completed, approved, or controlled) receipt in your expense overview, click on the tab 'date':

Xero Categories Error Message

This error message indicates that the expense is currently linked to a category that is created in Rydoo rather than to one that has been imported from Xero.

• Step 1
  • Via your 'Admin' settings
  • Open the 'Categories' section
  • Check the 'source' of the category.
    
    
  • How to solve it
    • If there aren't past expenses (reported status), you can easily delete the categories with Rydoo source.
    • To avoid deleting categories linked to historical data:
      • Edit the category
      • Write, for example, 'wrong' behind the category with source 'Rydoo'
      • Click 'Save'
        
• Step 2
  • After editing, easily relink the expense to the correct Xero category.
  • If no categories with source 'Xero' are displayed, please refer to 'What we import from Xero: Chart of Accounts'
  • How to solve it
    • Via the 'Expenses' tab, filter out the wrong category, it provides an overview of all the expenses linked to that category.
      
    • Open up the expense and link it to the 'correct' category
    • Click 'save' and try to export again.
      

NOTE: After the corrections have been made, it is important to deactivate the incorrect category so it can no longer be selected.

Xero Error Message

See the possible scenarios when this error message can be triggered:

1. The connection is no longer valid between both platforms.
   Please, refer to 'Failed Export: Step 2' to reestablish your connection.
2. Not all required fields have been filled out.

   • merchant

   • amount

   • currency

   • date
     Validate that the Rydoo expenses being exported contain data in all the fields mentioned above. In this case, please add the missing information by editing the expense before trying to sync the expenses to Xero again.

3. Expenses that are 'non-reimbursable' but the payment method doesn't contain the bank account.
   Please refer to the topic 'Xero bank account' to resolve the issue.
4. Some expenses fall outside of the accounting period in Xero. Please check the 'Account period closed' topic to resolve the issue.

NOTE: To check which expense is blocking the export, it is advised to export in smaller batches. It's possible to limit the number of expenses being exported by selecting the accounting end date on the export process.

Incorrect Status

The status of the expense should precede 'reported', the integration will not transfer the expenses if the status was changed to 'reported' before running the 'Data Export Process'

• • 'Completed' → if the approval module is disabled
  • 'Approved' → if only the approval module is enabled
  • 'Controlled'→ if approval and controller modules are both enabled in inappropriate status are just skipped from export without causing any errors (if they were exports with valid expenses)