Automated Expensify Reimbursement Pipeline to Xero (Zapier)

1. **Authenticate Expensify**: Sign in to Zapier and create a new Zap. Choose Expensify as the Trigger and select 'New Report Status Change'. Connect your account using your Partner User ID and Secret. 2. **Configure Trigger**: Set the 'Status' filter to 'Approved' or 'Reimbursed' depending on when you want the bill to hit your ledger. 3. **Add Filter by Zapier**: Add a 'Filter' step to ensure the Zap only continues if the 'Status' exactly matches your desired workflow state (e.g., 'Approved'). 4. **Map Categories via Formatter**: Add a 'Formatter by Zapier' step. Choose 'Utilities' > 'Lookup Table'. Map your Expensify Categories (e.g., 'Office Supplies') to your Xero Account Codes (e.g., '429'). This prevents sync errors caused by text-to-ID mismatches. 5. **Find/Create Contact in Xero**: Add a Xero action 'Find Contact'. Map the 'Employee Name' or 'Merchant' from Expensify. Enable the 'Create Xero Contact if it doesn't exist yet' checkbox to prevent 'Contact Not Found' errors. 6. **Create Purchase Invoice (Bill)**: Add the 'Create Purchase Invoice' action for Xero. - Set 'Status' to 'Awaiting Approval' or 'Awaiting Payment'. - Map 'Report Title' to 'Reference'. - Map the Formatter output to the 'Account Code' field. - Map 'Total Amount' to 'Unit Amount'. 7. **Handle Multi-Line Items**: If using a report with many expenses, ensure you are mapping the 'Line Items' array correctly to the Xero 'Line Amount' fields using Zapier’s line-item support. 8. **Attach Receipt**: Add the 'Xero: Upload File' action. Pass the 'Receipt URL' from Expensify into the 'File' field and associate it with the Invoice ID generated in Step 6. 9. **Setup Error Handling**: Click the '...' on the Xero step and select 'Add Extra Step (Path)' to handle failed tasks, sending a Slack or Email notification if a mapping fails.

| Expensify Field | Zapier Transformation | Xero Destination Field | Requirement | | :--- | :--- | :--- | :--- | | Report Title | None | Reference / Invoice Number | Required | | Merchant Name | Find/Create Contact | Contact Name | Required | | Total Amount | Formatter: Number (Optional) | Line Amount | Required | | Category | Lookup Table (ID Mapping) | Account Code | Required | | Report ID | None | External Reference / Memo | Optional | | Receipt URL | File Import | Attachment / File Inbox | Optional | | Transaction Date | Formatter: Date/Time | Date | Required |

* **The Account Code Trap**: Xero requires the *Numerical ID* (e.g., 400) for account codes, not the name (e.g., Advertising). Use a Zapier Lookup Table to convert these names before the Xero step. * **Task Usage**: Each line item in an Expensify report can consume tasks. Use 'Approved Reports' rather than 'New Expenses' to minimize task burn. * **Duplicate Bills**: Zapier does not natively check if a Bill exists before creating a new one. Always use the Expensify 'Report ID' in the Xero 'Reference' field and use a 'Find Invoice' step to check for duplicates before creating. * **Rate Limits**: Xero has a limit of 60 calls per minute via Zapier. If you approve 100 reports simultaneously, some may go into a 'Held' status in Zapier and require a replay.

- [ ] **Test Trigger**: Run the test in Zapier to ensure a 'Recently Approved' report is pulled correctly. - [ ] **Validate Mapping**: Ensure the Formatter output correctly generates the Xero Account Code (e.g., '620') and not the text label. - [ ] **Check Contact Logic**: Verify that 'Find or Create Contact' doesn't create a duplicate contact if the name has a slight spelling variation. - [ ] **Verify Attachment**: Confirm the receipt image is actually viewable in the Xero File Inbox or attached to the Bill. - [ ] **Live Run**: Approve one 'Dummy' report in Expensify and verify the Bill appears in Xero under 'Purchases' > 'Draft' or 'Awaiting Approval'.