Simplify your expenses with Xero’s expense tracker
Ditch complicated admin with an automated expense management system in New Zealand. It lets you reimburse expenses, track spending, and manage expenses wherever you are. Replace tiring paperwork with a few easy clicks.
Spend less time on the books
And have more time for the rest of your business.
Photograph business expenses on your phone
You don’t need to wait until you’re back in the office to handle expenses. Claim them on the go instead.
Keep track of your spending habits
Reports and analytics can help you spot patterns so you can make smart adjustments.
Manage expenses wherever you are
You can claim mileage and expenses from your phone, no matter where you happen to be.
We chose Xero because it was set up for small businesses like ours
Olive and Poppy think Xero is perfect for non-accounting experts
Snap expenses and claim on the go
Forget about holding onto your paper receipts. Now you can capture your business expenses using the scanning tool in the Xero app. Snap a photo of the receipt and the expense tracker records all the key details.
- Submit an expense claim and attach the receipt in one move from your phone
- Track and record your mileage instantly using the map feature; GPS measures the distances for you
- Process expenses as they happen to help keep your expense reports accurate and up to date
Reimburse expenses without the fuss
Get notified as soon as employees submit a claim on the mobile expense reimbursement software. When approved, expenses stream into your accounting ledger and cash flow forecast so you have a near real-time view of finances.
- Get notified as soon as a claim is submitted and say goodbye to end-of-month reporting bottlenecks
- Quickly review and approve claims and reduce manual errors and wait times with automated expense reimbursement
- Pay claims the same way you pay other bills for a simple and consistent experience
See how expenses affect cash flow and budgets
It’s tough to keep track of expenses when you’re busy running a business. That’s where Xero’s expenses app comes in. All information is ready at your fingertips, giving you full visibility of your numbers. Guesswork is replaced with hard data.
- See expense claims as they’re made to avoid end-of-month surprises
- Find out in real time how expenses will affect your cash flow
- Identify spending trends by pulling up expense reports whenever you want
- Use up-to-the-minute expense figures to create accurate forecasts and budgets
Manage expenses wherever you are
Enjoy on-the-go expense tracking that won’t slow you down. Whether you’re on the road or back in the office, you can focus on the work that really matters, free from paper clutter.
Track mileage with built-in GPS
No more manual mileage logs and guesswork. Just enter your start location and destination and the app records your journey.
Forget about receipts – snap and store receipts digitally
Business gets much easier when you can snap receipts using the Xero app. Images are stored with the expense for easy retrieval at tax time.
Manage expense claims on the go and have a happier team
Get instant alerts when your team makes a claim and approve them straight away on your mobile expense management app.
Fast-track expense claims with a streamlined process
Every step of the expense management process is accelerated with the Xero Me app. Fewer delays and complications save you time.
How Xero's expense tracker software helps your small business
Xero’s expense tracking software helps you work smarter, not harder. Streamline expense tracking and clearly view of your financial data.
Step 1: Cut down on time-consuming admin
Expense management software handles the admin tasks for you, while you focus on your business.
Step 2: Improve data accuracy
Xero’s expense tracker app means fewer errors, so you have accurate numbers and more confidence.
Step 3: Understand your business better
Xero’s expense tracker gets you to grips with your business’s spending, so you can make informed decisions.
FAQs about tracking expenses
Claim and manage expenses using the Xero Me app or the desktop version of Xero with the Grow, Comprehensive or Ultimate plan. Each plan includes expense claims for a different number of people, with the option to add more users. For additional users, you only pay for the employees who submit a claim within the month. You don’t pay for an employee that month if they only signed in, viewed previous claims or approved them. You can see full details on the pricing plan page.
See Xero NZ pricing plansClaim and manage expenses using the Xero Me app or the desktop version of Xero with the Grow, Comprehensive or Ultimate plan. Each plan includes expense claims for a different number of people, with the option to add more users. For additional users, you only pay for the employees who submit a claim within the month. You don’t pay for an employee that month if they only signed in, viewed previous claims or approved them. You can see full details on the pricing plan page.
See Xero NZ pricing plansIf you or your employee use your personal vehicle for work, you can submit a mileage claim in the app. The GPS tracker accurately records the journey distances for you. The expense can be easily approved on the spot to speed up the reimbursement process.
Submit a mileage claimIf you or your employee use your personal vehicle for work, you can submit a mileage claim in the app. The GPS tracker accurately records the journey distances for you. The expense can be easily approved on the spot to speed up the reimbursement process.
Submit a mileage claimUse the receipt scanner in the Xero app on your mobile device to photograph the paper receipt. The expense tracker app will automatically fill in the relevant fields of the claim. The photo is stored with the claim and the accounting entry so you can easily find proof of purchase.
Use the receipt scannerUse the receipt scanner in the Xero app on your mobile device to photograph the paper receipt. The expense tracker app will automatically fill in the relevant fields of the claim. The photo is stored with the claim and the accounting entry so you can easily find proof of purchase.
Use the receipt scannerThe app makes it easy to organise your business expenses. Simply assign an expense to the right customer or project, as well as give it a label and an account. You can view expenses by category to see the different areas of spending in your business.
The app makes it easy to organise your business expenses. Simply assign an expense to the right customer or project, as well as give it a label and an account. You can view expenses by category to see the different areas of spending in your business.
Yes. Each time you enter an expense or upload a receipt in the expense tracker app, you can assign it to a specific customer. Expense claims can be added to the customer’s next invoice, to ensure you’re not carrying unnecessary costs.
Yes. Each time you enter an expense or upload a receipt in the expense tracker app, you can assign it to a specific customer. Expense claims can be added to the customer’s next invoice, to ensure you’re not carrying unnecessary costs.
Look at the dashboard to see live charts of business expenses as they’re claimed. Always up to date, this financial data includes status of claims, and reports that you can filter by employee, status, and expense account.
Look at the dashboard to see live charts of business expenses as they’re claimed. Always up to date, this financial data includes status of claims, and reports that you can filter by employee, status, and expense account.
Why NZ small businesses love Xero
Across the world, people use Xero to manage their finances and control their cash flow, no matter their industry. Our accounting software is designed for small businesses and integrates with other business apps to give you flexibility, control and visibility of your finances. Xero is used by:
- Startups and self-employed businesses
- Landlords
- Non-profits
- Football clubs and more
Different types of business expenses
These fall into two categories: operating and non-operating expenses.
Operating expenses
Costs related to a business’s core activities, such as cost of goods sold, rent, wages, and interest on loans.
Non-operating expenses
Costs not related to a business’s core activities, such as cost of relocation, lawsuits, or loss on asset sales.
Xero expenses and budgeting apps
Save precious time and admin costs by capturing, tracking and managing expenses from your mobile device, or on your laptop.
Accounting software for small businesses in New Zealand
Xero streamlines financial admin with automatic data capture, easy reporting and GST features, making it ideal for Kiwi businesses.
.1727208113724.png)
Essential resources for expense management
A healthy business relies on well-managed expenses. If done right, this promotes healthy cash flow, compliance, and profitability.
What is an expense?
An expense is a payment in the form of cash or another resource, such as time.
How can you manage your finances?
Your business exists to make you money. And you can't do that unless you manage your finances and cash flow.
How does cash flow forecasting work?
To run a successful business, cash flow management is crucial. Cash flow forecasting can help achieve this.
Start using Xero for free
Access Xero features for 30 days, then decide which plan best suits your business.
Plans to suit your business
All pricing plans cover the accounting essentials, with room to grow.
Ignite
Usually $35
Now $3.50
NZD per month
Save $94.50 over 3 months
Grow
Usually $75
Now $7.50
NZD per month
Save $202.50 over 3 months
Comprehensive
Usually $99
Now $9.90
NZD per month
Save $267.30 over 3 months
Ultimate
Usually $113
Now $11.30
NZD per month
Save $305.10 over 3 months
Already a Xero user and need help setting up expenses?
Xero Central is our comprehensive knowledge base filled with helpful articles to get you started.
Create a new expense
It’s a simple process for you and any employees.
Set up expenses
Easily set up and create expenses and mileage claims.
Get more support for expense claims
You can manage business expenses without the drama by using Xero’s expense tracker app.
FAQs about Xero in New Zealand
Yes, you can connect your Xero account with the IRD (Inland Revenue Department) to more easily prepare and submit your returns, so you never miss a deadline.
Find out more from the IRD on running a business.Yes, you can connect your Xero account with the IRD (Inland Revenue Department) to more easily prepare and submit your returns, so you never miss a deadline.
Find out more from the IRD on running a business.Yes, Xero complies fully with payday filing. Your payroll administrator only needs to connect to the IRD once, and then employee pay details are filed with the IRD each pay run.
Yes, Xero complies fully with payday filing. Your payroll administrator only needs to connect to the IRD once, and then employee pay details are filed with the IRD each pay run.
The best accounting software depends on your needs. Xero’s accounting software has flexible plans so you can adjust your subscriptions to access the features you need as your business grows.
Check out Xero’s pricing plans.The best accounting software depends on your needs. Xero’s accounting software has flexible plans so you can adjust your subscriptions to access the features you need as your business grows.
Check out Xero’s pricing plans.No – Xero is based in the cloud, so all you need is an internet connection. But you need a multi-factor authentication (MFA) app to log in to Xero. MFA extra layer of security by checking that it’s really you when you log in.
Learn about data protection with Xero.No – Xero is based in the cloud, so all you need is an internet connection. But you need a multi-factor authentication (MFA) app to log in to Xero. MFA extra layer of security by checking that it’s really you when you log in.
Learn about data protection with Xero.Yes, the Xero App Store has hundreds of apps to help manage your business, including apps specifically designed for your industry and for doing business in New Zealand.
Check out the Xero App Store.Yes, the Xero App Store has hundreds of apps to help manage your business, including apps specifically designed for your industry and for doing business in New Zealand.
Check out the Xero App Store.
Get the iOS app
Xero Me is free to download and is available for iPhones and iPads.
Get the Android app
Xero Me for Android is free to download so you can start capturing expenses on the move.
See how effortless expense management works
This explains everything. And in just 120 seconds.