Review Expense receipts and send them to Xero

Overview

• Expense Receipt review is designed for company-card/bank expenses that should become or attach to a Xero Spend Money transaction.
• Review fields include Merchant, Date, Total, GST, Reference, Memo, Xero Expense account, and Xero Payment account.
• Saving the review moves the receipt to READY when required fields are complete.
• MiniTill checks likely Xero duplicates before creating a new transaction.
• When a new Xero transaction is created, MiniTill uploads the first suitable original PDF/image attachment.
• If Xero transaction creation succeeds but attachment upload fails, the receipt enters ATTACHMENT_FAILED so staff can retry the attachment without creating another transaction.

When to use this

• Use this flow for business purchase receipts paid from a company card/bank account and intended for Xero expense records.

Step-by-step

1. Compare Merchant, Date, Total and GST with the original receipt.
2. Choose the correct Xero Expense account.
3. Choose the company card/bank Payment account.
4. Add Reference/Memo if useful.
5. Save & check duplicates.
6. If no duplicate is found, choose Create in Xero.
7. If attachment upload fails after creation, use Retry attachment rather than creating the expense again.

Common mistakes

• Do not choose a random expense/payment account simply to reach READY.
• Do not create a second Xero transaction when ATTACHMENT_FAILED already shows that the transaction was created.
• Do not use Supplier invoice Apply as a substitute for the Expense receipt Xero workflow.

Troubleshooting

• If Xero account options cannot load, resolve the Xero connection/configuration before completing the receipt.
• If Create in Xero is disabled, save the reviewed required fields first.