Our direct integration with Xero allows us to have full control over the data exchanged between Payhawk and Xero. If you haven't connected your Xero organization to Payhawk, you can follow this guide.

Here's a diagram of all the data that Xero and Payhawk are sharing.

Transactions automatically exported to Xero's bank feed

For accounting reasons, we export only settled transactions. Hence, if the payment has been authorized but not settled, we will not export it. Once a transaction is settled, its settlement date and the amount will be automatically exported to the Payhawk bank account in Xero as a bank line item. This includes:

  • Card transactions

  • Bank transfers

You can read more details about our integration with Xero bank feed here.

Types of expenses exported to Xero

When you Mark as reviewed an expense this will push the expense to Xero.

  • Card expenses are exported as Paid Bills from the corresponding bank account.

  • Cash expenses are exported as Paid Bills.

  • Reimbursable expenses are exported as Bills to pay.

  • Bank expenses are exported as Bills to pay.

When unpaid Bills are marked as paid or paid directly through Payhawk, they will automatically be updated as paid Bills if we manage to match them to a payment on Xero.

Payhawk data fields that are exported to Xero

  • Supplier - if the supplier is not in Xero, we create a new contact automatically.

  • Category - mapped to the Xero chart of accounts.

  • Document number

  • Document date

  • Due date - for all bank expenses Payhawk exports the due date. If there is no due date entered, the date of the expense is used as due date.

  • Note - the cardholder's explanatory note for the expense is shown in the Description field of the expense in Xero.

  • Document image

  • Amount - this is the total minus the tax rate for the expense.

  • Currency

  • VAT Rate - the tax rate provided from Xero.

  • Tracking Categories - Payhawk imports Xero tracking categories which can be used as expense fields.

  • Fees - when there is a fee to the transaction, the fee is applied as a line item to the bank transaction in the Fees account that Payhawk created.


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