Automated Expensify Report Sync to Xero Purchase Bills (Make.com)

1. **Create Scenario**: Log into Make.com, click 'Create a new scenario', and name it 'Expensify to Xero Bill Sync'. 2. **Configure Expensify Trigger**: Add the **Expensify > Watch Reports** module. Create a connection using your Partner User ID and Partner User Secret. Set the trigger to watch for status changes to 'Approved'. 3. **Add Filter**: Click the line between the Expensify module and the next step. Name it 'Only Sync Approved'. Set the condition where `Status` (from Expensify) matches `Approved` (or `Reimbursed` depending on your policy). 4. **Download Receipts (HTTP)**: Add an **HTTP > Get a File** module. Map the `Receipt URL` from Expensify to the URL field. This allows Make to pass the actual binary file to Xero rather than just a text link. 5. **Xero Contact Step**: Add a **Xero > Search for Contacts** module. Search by the name/email of the merchant or employee. Use a **Router** or **IF/ELSE** logic to create the contact if it does not exist. 6. **Map the Purchase Bill**: Add the **Xero > Create a Purchase Bill** module. - **Contact**: Map the ID from the previous step. - **Date**: Use the Make.com `formatDate()` function to ensure the Expensify date matches Xero’s format: `formatDate(raw_date; YYYY-MM-DD)`. - **Line Items**: Use the Expensify `Expenses[]` array. Map `Amount`, `Comment`, and use a `switch()` function to map Expensify Categories to Xero Account Codes. 7. **Upload Attachment**: Add the **Xero > Upload an Attachment** module. Select 'Purchase Bill' as the object type, map the Bill ID from the previous step, and use the 'Data' from the HTTP module as the file source. 8. **Error Handling**: Right-click the Xero module and select **Add error handler**. Use a 'Break' directive to retry the operation or a 'Send Email' module to notify you if the Chart of Accounts mapping fails.

| Expensify Field | Xero Destination Field | Make.com Transformation/Logic | | :--- | :--- | :--- | | `Report ID` | Reference | `Report ID: {{item.reportID}}` | | `Total` | Line Amount | `{{item.total / 100}}` (if cents) or Raw | | `Category` | Account Code | `switch(category; Travel; 450; Meals; 420; 400)` | | `Created Date` | Date | `formatDate(created; YYYY-MM-DD)` | | `Currency` | Currency Code | `{{item.currency}}` | | `Receipt URL` | File Content | Downloaded via **HTTP Get a File** module | | `Employee Email` | Contact / Description | Map to Xero Contact ID via Search module |

* **Account Code Mapping**: Expensify uses names (e.g., 'Travel'), but Xero API requires unique codes (e.g., '450'). Always use a `switch()` function or a 'Data Store' in Make to bridge this gap. * **Rate Limiting**: Xero has a limit of 60 calls per minute. If processing 100+ expenses at once, use the **Sleep** module or set the Scenario's 'Max number of cycles' to a lower number. * **Currency Mismatch**: Ensure 'Multi-currency' is enabled in Xero if Expensify reports contain non-base currency items, otherwise the API will return a 400 error. * **Binary Data**: You cannot simply map a URL to Xero's attachment field. You must use the 'HTTP' module to 'Get a File' first to handle the binary stream.

- [ ] **Run Once**: Use the 'Run Once' button and manually trigger an approval in Expensify. - [ ] **Data Check**: Verify the Bill appears in Xero under 'Purchases > Draft'. - [ ] **Receipt Check**: Open the Xero Bill and ensure the 'File' icon shows the correct receipt attachment. - [ ] **Filter Validation**: Ensure an 'Open' or 'Submitted' report does NOT trigger a Xero entry. - [ ] **Mapping Check**: Check that the Tax Rate and Account Code in Xero align with your Chart of Accounts.