Three Xero improvements make your books more accurate and save time on admin: expenses now sync to Xero as Bills, you can send many payments to Xero in one action, and new Tracking Settings let you map Movermate data to Xero tracking categories for more detailed reporting.
In this article
Expenses sync to Xero as Bills
Bulk payment sync
Xero Tracking Settings
Tips and FAQs
Before you start: Xero must be connected in Settings > Apps Integration > Accounting. See Integrating Xero with Movermate for the initial setup.
1. Expenses sync to Xero as Bills
Expenses logged in Movermate now sync to Xero as Bills. The job allocations you set on the expense are kept, and duplicates are prevented, so sending the same expense twice will not create a second Bill.
Add an expense
You can add an expense from the Expenses section of a job, or from Finance > Expenses using Add Expense.
Under Expense From, choose the Source Type: Supplier, Customer, Subcontractor, Employee or General. General is for business expenses that are not tied to a specific supplier, subcontractor, customer or employee.
Under Expense Details, set the Expense Date and, if needed, the Due Date.
Under Line Items, add each item: Category, Rate, Qty and Unit. You can add tax and a description (up to 500 characters). Use Add more for extra lines. Subtotal, Tax and Total Amount update automatically.
Under Expense Allocation, choose whether the expense is standalone or associated with one or more jobs. With Single Job, select the job to allocate 100% of the expense to it.
Optionally, upload a receipt or invoice under Upload Receipt or Invoice (image or PDF, up to 10MB).
Click Submit & Close.
Send an expense to Xero
Open Finance > Expenses, or the Expenses section of the job.
Click the three-dot menu on the expense.
Select Send to Xero.
The Xero column on the Expenses page shows whether the expense has been sent (for example, No or Sent).
2. Bulk payment sync
You no longer need to send payments to Xero one at a time. Select several payments and sync them in a single action.
Go to Finance > Payments.
Tick the checkbox beside each payment you want to sync. Use the checkbox in the header row to select all payments on the page. The number of selected items is shown above the table.
Click Send to Xero.
The Xero column shows a clear status for each payment, such as Not Sent or Sent as Payment. If any payment fails to sync, its status shows the failure and you can retry it without redoing the whole batch.
Note: Payments that were synced from Xero, or already sent, are not selectable, so they will not be sent twice.
3. Xero Tracking Settings
Tracking Settings let you map Movermate data to Xero tracking categories, so you can report in Xero by branch, job type, tag or source.
Set it up
Go to Settings > Apps Integration.
On the Xero card, click Configurations.
Scroll to Xero Tracking Settings and turn on the toggle.
Under Xero Tracking Category, select the tracking category from Xero (for example, Region).
Under Map From (Movermate Field), choose the Movermate field to use: Branch, Job Type, Tag or Source.
Map each Movermate value to a Xero tracking option. For example, map the branch BNE to the Xero option Eastside. Use Add Branch Mapping (or the equivalent for the field you chose) to add more rows, and the red bin icon to remove one.
Click Update to save.
How tracking is applied
Xero applies at most 2 tracking categories per invoice line. If more than 2 match, only the first 2 are sent.
Values that are not mapped are not tagged in Xero.
Tracking is applied when invoices are sent to Xero, so make sure mappings are saved before syncing.
Tips and FAQs
Will sending an expense twice create a duplicate Bill?
No. Movermate prevents duplicates.
Are job allocations kept when an expense becomes a Bill?
Yes. The allocation you set on the expense is retained.
What should I do if a payment fails to sync?
Check the status in the Xero column, fix the cause (for example, a missing account or customer in Xero), then retry that payment.
Can I sync payments from more than one page at once?
Selections apply to the current page. Increase Show rows per page to select more at once.
Do I need to map every value?
No. Only mapped values are tagged in Xero.
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