Record payment on a new Xero expense

If you have approver status in Xero Expenses, you can record payments of approved expenses in Xero.

Access to the new Xero Expenses feature is currently restricted to a selection of businesses in UK, Australia, New Zealand, Asia and USA. It'll be more widely available soon.

How it works

  • When an expense is approved in Xero Expenses, a bill will be created in Xero. The bill will include:
  • Submitter name in the ‘Expense’ type contact field. The Approver is not included at this stage.
  • All the bill details submitted with the expense.
  • A link back to Xero Expenses at the top of the bill.
  • History & Notes on when and where the expense was created.
  • You can search for 'Expense Bills' by changing the type under the Awaiting Payment, Paid, and All Purchases tabs.
  • Create and apply credit notes to expense claim bills. There isn't an option to allocate credit under Bill Options.
  • If you void the bill it will decline the claim in the Xero Expenses feature. Create a new bill in Xero by editing and approving the claim again.
  • Use Find & Recode on 'Expense Claim Bills'. Any changes you make will also flow through to the claim in the Xero Expense Claims feature.
  • You can pay approved claims created in the Xero Expenses feature as 'Expense Claim Bills' like any other bill.

Record payment of a single expense for an employee

  1. In the Accounts menu, select New Expense Claims.
  2. Select the To pay tab.
  3. Click Pay next to the employee you are paying the expense for. This will open up the expense to pay.
  4. Enter the payment details in the Make a payment box, then click Add Payment.

Record payment of multiple expenses for an employee

  1. In the Accounts menu, select New Expense Claims.
  2. Select the To pay tab.
  3. Click Pay All next to the employee you are paying the expenses for. This will open up the expenses that are awaiting payment for that employee.
  4. Select the checkboxes next to the expenses you’d like to pay, then click Batch Payment.
  5. Click OK.
  6. Enter the details in the batch payment fields, then click Make Payments.

Once payment has been recorded, the expenses will move to the Paid tab in the purchase screen.

If you've recorded a part payment on an expense, it will remain on the Awaiting Payment tab until it's fully paid.