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Introducing expense claims in Xero Me

Posted 12 months ago in Product by Simona Turin
Posted by Simona Turin

There’s no doubt the most important part of any small business is its people. That’s why we’re committed to making it as easy as possible for you to manage your business and employee information in Xero, whether it’s payroll and timesheets, or leave and expenses.

Xero Expenses continues to be one of our most loved products, helping you track and manage employee expense and mileage claims for your business. It’s available in all regions and can be accessed via our desktop solution or mobile app.

Last year, we injected Hubdoc’s technology into Xero Expenses, making it faster to process expense claims by automatically extracting information from the photo of the receipt. Now, we’re going one step further, by integrating our Xero Expenses technology into the Xero Me app.

Save time on employee admin with Xero Me

Xero Me is an app for employees of businesses that use Xero Payroll (available in Australia, New Zealand and the UK). It empowers your employees to access and update their information on the go, so you can spend more time on your people and less time on the paperwork.

Your employees can use Xero Me to:

  • submit timesheets – enter time and select an earnings rate, create multiple entries each day, submit timesheets for approval, approve timesheets (managers only), get notified about approvals
  • manage leave requests – apply for leave, view upcoming leave requests, edit or delete requests, approve or reject leave requests (managers only), get notified about approvals
  • check payslips – view past payslips, download PDF versions of payslips, get notified when a new payslip is available

Expenses coming soon to Xero Me

Previously, employees needed to use the Xero Expenses app in addition to Xero Me if they wanted to submit an expense or mileage claim. We know using two different apps was a hassle for employees, so we’ve made Xero Expenses available inside Xero Me, so we have one app for employees that does it all. 

Xero Me will include all the functionality that your employees can currently access in Xero Expenses, with a fresh new look that makes it easier for them to submit and manage their claims.

There’s nothing you need to do — over the coming weeks, new employees invited to Xero Expenses will be asked to download Xero Me, and existing employees will be prompted to use Xero Me when they open Xero Expenses to submit a claim (their expense claims and history will be waiting for them).

If you have admin or approval level access, you will still need to use Xero Expenses (desktop or mobile app) to manage your business expenses as usual.

Making it easier to set up new employees

In the weeks ahead, we’ll also be rolling out changes to make it easier to add a new employee to Xero Expenses. This will help you capture all the information you need up front, without having to resend emails, chase employees for information or manually add it yourself.

When you add a new employee to Xero Expenses, they’ll get a welcome email with instructions to add their personal information and bank details to Xero Me, so they can quickly get reimbursed for their expenses. You can see who has accepted the invite in Xero Expenses, and quickly resend if needed.

These changes are all part of our commitment to making life better for people in small business and their advisors, by helping you manage your business and employee information in Xero. I hope your employees enjoy their new Xero Me experience — I can’t wait to hear what they think.

15 comments

Iwona Cydejko
November 25, 2021 at 2.04 pm

Sounds great! The only question is, does Expense Claim option through XeroMe attracts extra cost?

Xero in reply to Iwona Cydejko Xero
November 25, 2021 at 3.32 pm

Hi Iwona – thanks for your comment. No, there is no extra cost.

Maria Eades in reply to Xero
February 16, 2022 at 1.46 pm

Hi,

So if you don’t have the Xero expense function at the moment included in your subscription, can you still avail of the XeroMe expense function for as part of your current subscription?

Thanks,
Maria

Xero in reply to Maria Eades Xero
February 16, 2022 at 3.48 pm

Hi Maria, you’ll need to add Expenses to your subscription to be able to access this function in Xero Me.

JT
December 1, 2021 at 5.29 pm

Hi,

This looks good.

We don’t currently use Xero Expenses. Our employees currently access their payslips through their Xero login via their internet browser (ie not an app) but we are interested in Xero Expenses can offer.

With this update, will the ability to submit expense claims be available via internet browser as well?

Many thanks,
JT

Xero in reply to JT Xero
December 7, 2021 at 2.20 pm

Hi Jarrod – thanks for your comment and question. If you have given your employees access to submit expense claims and they already have access to the key workflows within Payroll (payslips, time and leave), then they will be able to view both from the web browser. Hope that helps!

Joanne Wait
January 11, 2022 at 11.14 pm

I’m looking forward to trialing this new feature. Thank you for continually improving

Jo Hoskins
January 13, 2022 at 3.28 pm

I would like to start using Expense Claims for our corporate credit card holders but do not want to roll out one method and then have to change all the documentation for the new app. Could you please advise when the update to Xero Me be launched and whether the Xero Expenses app be decommissioned?

Xero in reply to Jo Hoskins Xero
January 19, 2022 at 9.56 am

Hi Jo, we’re still rolling this update out at the moment but hope to have it fully rolled out over the next few weeks. However, if you’d like to get started with expense claims earlier than the current Xero Me app will support you. Alternatively, we can help arrange for one of our experts to give you a call to help get you set up, if you’d prefer.

Raya Anadi
June 3, 2022 at 2.27 pm

Hi,

I’m trying to submit an expense claim both via the website AND the app and I’m getting nowhere both times.

Website: When I hit ‘submit’ it thinks for a minute and then just stays on the same page, but with no error message of what I need to fix. ‘Save Draft’ also gives me the same result. I’ve tried making sure all the fields are filled, and using a different browser and same result.

Xero Me: when I hit ‘submit’ it says ‘We ran into a problem and couldn’t submit the expense, try again’. But without telling me what to fix.

Help 🙂

Xero in reply to Raya Anadi Xero
June 15, 2022 at 3.20 pm

Hi Raya, can you please raise a ticket with out support team so we can investigate and give you a hand? Thanks!

Georgia
July 14, 2022 at 4.06 pm

Is there a way to convert the expense claim to a reimbursement line on an employees payslip or does it only translate into a bill?

Elsa
July 25, 2022 at 11.53 am

Our staff can now see the xerome when they log in in a browser but expenses has disappeared, even when they are still marked as an approver of expenses in the back end. Is this a result of the changeover?

Xero in reply to Elsa Xero
July 26, 2022 at 11.29 am

Hi Elsa, that does sound a little strange. Please can you raise a case with our support team providing as much information as possible (plus screenshots if you have any) so that we can investigate. Thanks so much!

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