You can now integrate JustLogin’s Expense system directly with your accounting software, Xero. This new integration removes the need to route expenses through Payroll, reducing manual entry and improving accuracy.
Expense data flows directly into Xero, ensuring your financial records stay up to date.
The Expense Administrator, Super Administrator, or users with the Integration role can complete the setup by following the steps below.
Part 1: Connecting to Xero Widget
Step 1. Click on
Step 2. Navigate to
Step 3. You will be directed to the Integration page. Toggle the Xero option ON to enable the feature.
Step 4. Once the toggle is enabled, the “Connect to Xero” button will appear. Click on
Step 5. You will be redirected to the Xero login page.
Enter your company’s Xero account credentials to proceed with authentication. Allow the access.
Once logged in, you will be redirected back to JustLogin. You will now see the status showing as connected to Xero
Part 2: Account Code Mapping (One-Time Setup)
Step 1. Click on the Settings button to navigate into the account code setup page.
Step 2. To import the available accounting codes from Xero, click on the
The system will retrieve all the codes from you Xero account that you've connected with. Upon successful import, you will see this notification on the top right hand corner of your screen
Step 3. Map your Expense Categories to the corresponding Debit and Credit account codes in Xero.
Example:
“Meals”, “Transport”, and “Mobile Allowance” can all map to Travel & Entertainment.
“Office Supplies” → General Expenses
“Client Gifts” → Marketing & Promotion
⚠️ Note: You must map all categories before transferring any expense data. Unmapped categories will show an alert icon.
Step 4. Click to confirm your changes.
Part 3. Fields Mapping
Users can map Expense Preferences and Custom Fields from JustLogin to the Xero field categories. Click on the pencil icon to edit the custom fields from JustLogin and Xero Fields.
These are used for:
- Cost centre allocation
- Department coding
- Project or tracking category mapping
- Other organization-specific reference fields
⚠️ Xero Limitation: Xero allows maximum 2 field mappings during transfer.
Part 4. Other Settings
The last section is the other settings.
4.1. How would you like to transfer amount?
| Before Tax Amount (Tax Excluded) Transfers only the pre-tax amount of each expense. | Total Amount (Tax Included) Transfers the full claim amount including GST. |
4.2. How would you like to export by?
| Category Transfers claims grouped by expense category. | Reports (Employee Level) (Recommended) Transfers each employee’s reimbursed report as one bill. ✔ Required if your company wants one bill per employee. |
4,3. Xero Transfer Status - Choose the status the bills should appear in Xero:
- Draft (default, safest for review)
- Submitted
- Authorised
4.4. How would you like to transfer to Xero status?
Determines which name appears as the bill's "From" contact:
- Transferee Name
- Company Name
- Submitter Name (default)
Part 5: Completing Setup & Transferring to Xero
Once all settings are saved, users can transfer expense claims through:
Step 1. Click on Claims under the Expense Module
Step 2. Click on the Transfer tab,
⚠️Important Notes Before Transfer
✔ Ensure expense categories are mapped to Xero account codes:
Expense → Integration → Settings
✔ Only Reimbursed Expense Reports will be available for transfer.
(Not yet reimbursed → not eligible)
✔ If additional fields are needed, update them under:
Expense → Integrations → Settings
Part 6: Transfer Details
To transfer expenses, tick on the options then click on
- All reimbursed reports will appear under the Transfer tab only if:
- Export method = Reports (Employee Level)
- Users can select reports and trigger the push to Xero.
⚠️ Xero Attachment Limitation: Xero only allows up to 10 attachments per bill.
If a report contains more than 10 receipt images, some will not be transferred.