Xero

Creating the connection between Tripcatcher and Xero can be completed in just a few clicks.

  1. In Tripcatcher, go to the Settings page.
  2. Select publish to Xero and click the "Connect Xero" button. This activates the connection to Xero.
  3. Enter your Xero login details, select your Xero organisation and click "Allow Access".
  4. Once Tripcatcher is authorised to connect to Xero you are taken back to Tripcatcher.
  5. Select the Xero Account code for publishing your mileage expenses to.
  6. You now have the choice to publish to Xero's Classic Expenses or Bills in Purchases (default for new connections).
  7. Your connection from Tripcatcher to Xero is now setup.

More detailed instructions can be found here.

Each Tripcatcher account needs to be connected to Xero, in order to publish mileage from Tripcatcher to Xero. This connection can be done by you the Partner with Tripcatcher admin privileges or if the user has Xero Standard Access they can do this themselves.

Once connected each user then needs to publish their own mileage. This is done from the Tripcatcher Expense Claim page by clicking the "Publish Detailed Claim to Xero". The user can publish all mileage on the page or can select a date range of mileage to be published.

The connection, of a user's Tripcatcher account to Xero, is managed from your Tripcatcher Partner Settings page. This is completed through the "All Users Xero Connections" table.

The connection table contains a list of all your users who have selected to publish to Xero. The table shows you if they are already connected to Xero, or if you need to connect them.

The following instructions provide a step by step guide on how to connect your users.

To change the Xero Account code, in your own Tripcatcher account, for charging mileage expenses to:

  1. From the Tripcatcher Settings page, go to the Xero Setup section where you will see all your Xero connection details.
  2. Tipcatcher screen showing how to change Xero Account code
  3. Click in the "Account" box and a dropdown list will appear containing all the Account codes that can be used.
  4. This list is imported from your own Chart of accounts (if the code you want does not exist see FAQ 5 below).
  5. Select the code you want to use and this will now be automatically saved as your new Xero Account code for charging your mileage expenses to.

To change the Xero Account code, in your user's Tripcatcher account, for charging mileage expenses to:

  1. From the Partner/Admin account go to the Settings page where the table of Xero connections is shown.
  2. For the individual user, click on the red Disconnect button. This will disconnect the current connection.
  3. You will be asked to confirm that you wish to disconnect the user - click the "Yes" button.
  4. You will now be taken through the connection steps where you can select the correct Xero Account code.

Tripcatcher imports the Account codes from Xero that have the flag ‘Show in Expense Claims’ set. Normally, this flag is set on the Expense Accounts in Xero. If this flag is not set the Account code will not appear in the Account list in Tripcatcher.

To set this flag:

  1. Log into your Xero account and Click on Accounting;
  2. Select Chart of accounts - this will take you to your Chart of accounts listing;
  3. Click on the Account you want to use to record your mileage expenses, this will open up the Edit Account Detail box;
  4. Set the ‘Show in Expense Claims’ checkbox and click Save.

Go back to your Tripcatcher account and you will need to re-connect to Xero again as this will bring back the new Chart of accounts information.

If the Account code or list is still empty then send an email to support@tripcatcherapp.com

Currently, Tripcatcher does not capture information for re-charging mileage expenses to a client.

However, if you publish your mileage to Xero Bills, you can assign a client to this transaction in Xero. Simply click on the link "Assign expenses to a customer", this brings up a popup box for you to enter the details - see below.

Xero image of selecting client to mileage expense in bills

Currently, Tripcatcher does not capture information for "Tracking" mileage and allocating that mileage to projects.

However if you publish your mileage to Xero Bills, you can assign a tracking option to this transaction in Xero. See Xero help for more information.

You will need to disconnect your current connection and then re-connect to your new organisation.

  1. In Tripcatcher, go to the Settings page.
  2. Ensure the publish to Xero button is selected. Then click the "Disconnect Xero" button to remove the current connection.
  3. Now click the "Connect Xero" button. This activates the new connection to Xero.
  4. Enter your Xero login details, select the new Xero organisation and click "Allow Access".
  5. Once Tripcatcher is authorised to connect to Xero you are taken back to Tripcatcher.
  6. Select the Xero Account code for publishing your mileage expenses to.
  7. You now have the choice to publish to Xero's Classic Expenses or Bills in Purchases (default for new connections).
  8. Your connection from Tripcatcher to Xero is now setup.

This does depend on what information you are publishing. If publishing a simple trip of 18 miles at 45ppm then it will look like the image below.

Xero image of selecting client to mileage expense in bills

If you are reclaiming VAT on your mileage then the trip will appear in 2 line items - one line for the VAT portion and one for the non VAT portion (Zero Rated Expense in Xero).

Xero image of selecting client to mileage expense in bills

If reclaiming for passengers, this information will also appear as a separate line item.

Xero image of selecting client to mileage expense in bills

This does depend on what information you are publishing. If publishing a simple trip at 45ppm then it will look like the image below.

Xero image of selecting client to mileage expense in bills

If you are reclaiming VAT on your mileage then the trip will appear in 2 line items - one line for the VAT portion and one for the non VAT portion

Xero image of selecting client to mileage expense in bills

If reclaiming for passengers these will also appear as a separate line item.

Xero image of selecting client to mileage expense in bills

The choice does depend on whether you are connecting yourself or another user.

If connecting yourself, you need Xero Standarad Access to publish to Classic Expenses or to Purchases. There are also a few other things to consider:

  1. If your Xero organisation was created after July 10th 2018 you cannot use Classic Expenses and must publish to Purchases.
  2. If you want to re-charge the mileage to a client then you can do this easily through Purchases.
  3. If you want to allocate the mileage to a project then again, you can do this easily through Purchases.
  4. If claiming VAT on your mileage expenses you may want to publish to purchases. This is because the date of the bill is set to the date of the last trip published. This date will fit in with your VAT quarter. The date of the expense report in Classic Expenses is the date of publishing the mileage. This date may be outside of your VAT quarter.

If you are a Partner or Admin and connecting a user, you can connect all Tripcatcher users to Xero Purchases but only users who have a Xero login can be connected to Classic Expenses. Like above there are also a few other things to consider:

  1. If the users' Xero organisation was created after July 10th 2018 then you cannot connect your user to Classic Expenses and must select Purchases.
  2. If your user wants to re-charge their mileage to a client they can do this easily through Purchases.
  3. If your user wants to allocate their mileage to a project, again they can do this easily through Purchases.
  4. If your user is claiming VAT on their mileage expenses then you may want to connect them to Purchases. This is because the date of the bill is the date of the last trip published. This date will fit in with your users VAT quarter. The date of their expense report in classic Expenses is the date of publishing the mileage. This date may be outside of your users VAT quarter.

We do recommend you publish your mileage to Xero at least monthly. This is especially important if you are claiming VAT on your mileage expenses.

If you business's financial year is not the same as the personal tax year (6th April to 5th April), we recommend you publish your mileage claim before the end of your business tax year.

Trips saved from the web app or phone app are saved to the Tripcatcher Expense Claim page. It is from here that they are published to Xero. However you must be connected to Xero before you can publish to Xero (see instructions on connecting Tripcatcher to Xero).

To publish your trips:

  1. Login to your Tripcatcher web app account;
  2. Go to the Expense Claim page where you will see all your trips;
  3. Click the publish button, underneath your summary information, and your trips will be published to Xero;
  4. Once published all these trips are moved to the Tripcatcher History page where you will see the publish confirmation id from Xero;
  5. You will also see your Tripcatcher mileage in Xero, either in Classic Expense under "Awaiting Approval" or in bills with the reference starting "TC-" and the date is set to the date of the last trip published.

No, the 2 emails do not need to match. However, when connecting Tripcatcher to Classic Expenses you do need to connect Tripcatcher to a Xero account. When connecting Tripcatcher to Xero's Classic Expenses Tripcatcher returns the email address(es) that matches your name. If more than 1 you will need to select the correct Xero account from the returned list.

 There is no automatic way of republishing trips to Xero without re-entering them. In Tripcatcher they will have been marked as published and the miles already added to your mileage total.

However there are a couple of things you can do:

  1. You can delete these trips from Tripcatcher and re-enter into Tripcatcher and then publish to the correct Xero account.  To delete these trips go to the Tripcatcher History page and click on the red dustbin on the right hand side of each trip you wish to delete, then click to confirm the delete.  This will adjust the mileage counter total. Then re-enter and publish as normal.
  2. The other option is to enter a summary journal in Xero for the trips you want to re-publish.  This mileage information is already in Tripcatcher and will then be in Xero in summary form.  You could also upload an image/file of the mileage into your Xero account as proof of the individual trips.