Weel exports each transaction to your connected accounting software (Xero, MYOB, QuickBooks, NetSuite, or Business Central) once it's fully settled and all expense fields have been completed. If your business uses Approval Rules, the transaction also needs a final decision before it exports. This article covers exactly when that happens, plus the edge cases that can delay it.
How It Works
- Settlement and expense completion: A transaction exports automatically once it's settled (Cleared or Refunded) and every field for the expense has been completed. Any incomplete fields will need to be completed (e.g. adding a tax invoice or selecting a custom field or category) before the transaction can be exported.
- Approval Rules: A transaction stays in Waiting for approval until it gets a final decision, Approved or Declined, then it exports.
- Changes requested: When an approver sends a transaction back with Changes requested, the export pauses until it's resubmitted and reaches a final decision.
- Amount changes trigger review: A transaction whose cleared amount differs from what was authorised, for example a tip or split, needs manual review before it exports even once settled.
- Export timing: Queued exports process on a 15-minute job, though NetSuite matching typically completes the next day and Business Central journals land unposted, awaiting manual posting.
- Bills (Accounts Payable): Bills follow the same approval-finalisation rule as transactions, but aren't gated on cleared status, since they don't go through card settlement.
Good to know
- A transaction that hasn't settled yet won't show a date in the Date column, which is how you can tell it's still Pending.
- Other fields, like receipt, attendees, description, or custom fields, don't block the export. They matter for your own expense-reporting completeness, but exports still happen once the settlement and expense field conditions above are met.