This guideance is for ILGA Oceania board members, contractors and staff.

Overview

  • Create an expense claim to be reimbursed for your personal money spent or your daily allowance.

  • Create and submit a mileage claim to be reimbursed if you use your own vehicle for work.

Tip

If you've used company money to make a purchase, create and submit a company expense claim.

Create and submit an expense claim

Create and submit expense claims to be reimbursed for personal money spent or your daily allowance.

If you have the admin or approver permissions, you can create an expense claim on behalf of an employee. Open an expense claim, click your name, then select the relevant employee. You can't edit the employee once it's been created.

You can also use Xero Me for iOS or Android to create your expense claims. 

Before you can use the auto-populate feature when creating claims on the iOS and Android apps, an expenses admin needs to enable receipt analysis.

Xero Expenses Via a Web Browser

  1. In the Business menu, select Expense claims.

  2. Click New expense, then select Expense claim.

  3. (Optional) Click Upload to add your expense receipt, or drag and drop an image into the field.

  4. Under Purchase amount, select the currency of the purchase and enter the total amount paid, including tax. If you choose a currency other than your organisation's base currency, the exchange rate used shows at the bottom of the screen.

  5. Enter details in the required fields.

  6. (Optional) Under Optional, add tracking categories, assign to a project or customer, or assign a label to this expense.

  7. Click:

    • Save draft to finalise and submit later

    • Submit to send the expense claim to your approver

    • Approve if you’re the approver and want to process the claim

    • The menu icon  , then select Save draft + add another claim, Submit + add another claim or Approve + add another claim

Xero Expenses for Android Users:

  1. Open the Xero Me app. 

  2. On the dashboard, tap + New claim, then tap Expense claim.

  3. Your camera opens or Xero asks for permission to open it. Then either:

    • Take a photo of the receipt, then tap Use Photo.

    • Tap the document icon to select a photo, file, PDF or document from your device, then tap Use photo or Use document. The option you get depends on the file type you select.

    • Tap the photo icon to select a photo from your photo library, then tap Use photo.

    • Tap Skip if you have no photo or file, then enter the details manually.

  4. If you uploaded a receipt:

    • Tap Add details now to manually fill out the expense claim fields.

    • Tap Analyse for Xero to extract the receipt details and enter them into an expense claim. You'll get a notification when the claim is ready to view.

  5. Once the claim is created, check the details and enter any missing information, such as amount, description, and date.

  6. (Optional) Under Optional, add tracking categories, assign to a project or customer, or assign a label to this expense.

  7. Tap the send icon , then tap:

    • Save draft to add as a draft

    • Submit to send it to an approver

    • Approve if you're the approver and want to process the claim

Xero Expenses for iOS users:

  1. Open the Xero Me app. 

  2. On the dashboard, tap + New claim, then tap Expense claim.

  3. Your camera opens or Xero asks for permission to open it. Then either:

    • Take a photo of the receipt, then tap Use Photo.

    • Tap the document icon to select a photo, file, PDF or document from your device, then tap Use photo or Use document. The option you get depends on the file type you select.

    • Tap the photo icon to select a photo from your photo library, then tap Use photo.

    • Tap Skip if you have no photo or file, then enter the details manually.

  4. If you uploaded a receipt:

    • Tap Add details now to manually fill out the expense claim fields.

    • Tap Analyse for Xero to extract the receipt details and enter them into an expense claim. You'll get a notification when the claim is ready to view.

  5. Once the claim is created, check the details and enter any missing information, such as amount, description, and date.

  6. (Optional) Under Optional, add tracking categories, assign to a project or customer, or assign a label to this expense.

  7. Tap the send icon , then tap:

    • Save draft to add as a draft

    • Submit to send it to an approver

    • Approve if you're the approver and want to process the claim

Create and submit a mileage claim

Create and submit a mileage claim to be reimbursed. This option isn't available in Classic expense claims.

If you have the admin or approver user permissions, you can create a mileage claim on behalf of an employee. Open a mileage claim, click your name, then select the relevant employee. You can't edit the employee once it's been created.

The measurement of distance defaults to your country's measurement. Xero calculates the total in your organisation's base currency.

Xero Expenses via a web browser:

  1. In the Business menu, select Expense claims.

  2. Click New expense, then select Mileage claim.

  3. (Optional) Click Upload an image to add a file or photo for the mileage claim.

  4. Enter the mileage to claim, the standard rate per mi or km, a description of the trip, and the date travelled.

  5. Under Optional, add tracking categories, assign to a customer or project, or assign a label to the expense. 

  6. Review your claim, then click:

    • Save draft to finalise and submit later

    • Submit to send the expense claim to your approver

    • Approve if you’re the approver and want to process the claim

    • The menu icon , then select Save draft + add another claim, Submit + add another claim or Approve + add another claim

Xero Expenses for iOS Users

  1. Open the Xero Me app.

  2. On the dashboard, tap + New claim.

  3. Tap Mileage claim.

  4. (Optional) Tap Add document to add a file or photo for the mileage claim.

  5. Enter the distance travelled, or tap Calculate distance to enter a start and end location. Once Xero displays the route on the map, tap Use this distance.

  6. Enter the standard rate per mi or km, a description of the trip, and the date travelled.

  7. Tap Account to assign an expense account.

  8. (Optional) Under Optional fields, add tracking categories, assign to a project or customer, or assign a label to this expense.

  9. Tap Submit to send it to an approver, or tap Save draft to add the expense claim as a draft. 

Xero Expenses for Android Users

  1. Open the Xero Me app. 

  2. On the dashboard, tap +, then tap Mileage claim. 

  3. (Optional) Tap Add a document to add a file or photo for the mileage claim.

  4. Enter the distance travelled, or tap Calculate distance to enter a start and end location. Once Xero displays the route on the map, tap Use this distance.

  5. Enter the standard rate per mi or km, a description of the trip, and the date travelled.

  6. Tap Account to assign an expense account.

  7. Under Optional, add tracking categories, assign to a customer or project, or assign a label to the expense.

  8. Review your claim, tap the send  icon, then tap:

    • Approve if you’re the approver and want to process the claim

    • Submit to send the expense claim to an approver

    • Save draft to finalise and submit later

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