Set up New Expense Claims permissions, accounts and processing

Once you have downloaded the Xero Expenses app for iOS or Android, you need to approve permissions for your team, add accounts and enable receipt processing in your Xero account. You can also set up labels so that you can group and report on your organisation’s expenses.

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.

Before starting

Set up New Expense Claims for the first time

  1. In the Accounts menu, select New Expense Claims.
  2. Set up permissions for your team.

    Setting up permissions depends on your existing Xero settings. You can also add additional permissions and team members after your initial setup.

    • If you have more than one user and none of the users have an existing expense role:
      1. Select the checkbox next to each team member’s name.
      2. Choose a role type, either Submitter, Approver or Admin.
      3. Click Save permissions.
    • If you only have one user in your organisation, or if you have already assigned your team permissions, simply click Next.
  3. Select the checkbox next to any accounts from your chart of accounts that your team will use to make their expense claims, then click Save accounts.
  4. To enable receipt processing either:
    • Click Enable receipt processing + manual entry to upload receipt data by capturing an image of your receipts with your Android or iOS device.

      By enabling receipt processing, you are allowing a trusted third party to access your receipt data so that it can be digitised as expense content in your Xero subscription. You also agree that you are authorized to enable this feature on behalf of your organization.

    • Click Only use manual entry if you prefer adding the data yourself.

Congratulations! You have now set up New Expense Claims in Xero.

Set up expense labels

  1. In the Accounts menu, go to New Expense Claims.
  2. Click the settings icon Settings icon..
  3. Select Labels, then click New label.
  4. Enter a label name, such as “Transport” or “Entertainment”, and click Save.

You can now add the label to any expense as a reporting category used in the Expenses Explorer tab.

Update your New Expense Claims settings after setup

You can change your settings at any time after setup.

  1. In the Accounts menu, go to New Expense Claims.
  2. Click the settings icon Settings icon..
  3. (Optional) Select the Enable receipt processing checkbox to enable receipt processing on your Android or iOS device.