This guide will walk you through all the necessary steps to ensure a seamless and secure connection between the two platforms.
First, you will learn how to select the right connection settings. This is a crucial step as it ensures that the data transfer between Rydoo and Xero is done accurately and without any errors.
Next, you will be guided through the process of exporting data from Rydoo to Xero. This process is simple and can be completed with just a few clicks.
By following this guide, you will be able to set up a connection between Rydoo and Xero in no time.
Setting up the connection
Enter your Xero login information and then click on 'Allow access' to proceed.
Choose your settings
Select the branch of your company that you would like to connect with Xero.
In Rydoo, you can create different corporate entities in your account by creating ‘Branches’. These are entities with different VAT numbers and therefore have independent accounting reports. Thus, for purposes regarding Rydoo, they operate independently.
As it is 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. ‘Back to the overview’, this allows you to link branches to a different Xero account.
2. ‘Add new setting’, this allows you to link the different branches to the same Xero account.
To maintain a clear overview of the connections made, click on the edit button and change the name from 'default setting' to the branch name.
If you would like your 'Tracking Categories' to be imported in Rydoo so you can assign expenses to them. Check the Box Tracking Categories.
To export your expenses to Xero, select your preferred export settings and click on the ‘Save’ button, followed by ‘Synchronize’. For guidance on selecting the appropriate export settings, refer to the section titled: ‘How Expenses are Exported Towards Xero’.
What we import / export
Chart of Accounts
The chart of accounts is automatically imported for you after clicking synchronize, and will be visible under "Categories" in Rydoo.
IMPORTANT: 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.
Make sure that the categories you use are of type: ‘Expense: Depreciation / Direct Costs / Expense / Overhead
We import all the tax rates that are available in Xero (default rates + flat rates). Under the Accounting > Advanced Accounting settings you will find all the tax rates that we import.
Since we are an expense management tool, you can only use tax rates that are linked to expenses. Therefore, before linking any expenses to a tax rate, we strongly advise disabling any that cannot be used. To disable, toggle to the left and then click Save.
The bank accounts that you have added in Xero, will appear under the payment methods per user profile.
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 your Accounting > Advance accounting > you can add your Tracking
The Tracking Categories will appear under custom fields. Admin > Fields > 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
The Personal (reimbursable expenses) can be exported to the following sections of Xero
Export as 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:
Export as Purchase bill.
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.
Export as Transactions
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, you must link the payment methods used by your Rydoo users to the designated bank account in Xero. This can be done in the "Payment Method" section of your Rydoo company settings.
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: