Weel can't connect one business to multiple Xero organisations or split data across several divisions. There are two supported setups instead: a separate Weel business per unit, each linked to its own Xero organisation, or one Weel business using Xero Tracking Categories as Custom Fields. Which one you need depends on whether your business units need separate books or one consolidated ledger.
How It Works
Option 1: A separate Weel business for each unit, connected to its own Xero organisation
This is the right fit if you already have, or want, a separate Xero organisation per business unit.
- Each Weel business connects to its own Xero organisation, with its own cards, budgets, approval rules, chart of accounts, funding account and team members, kept fully separate from your other businesses.
- A Xero organisation can only connect to one Weel business at a time. If you try to connect an organisation that's already linked elsewhere, Weel shows an error explaining this, and you'll need to resolve that connection first. Contact Weel Support if this happens.
- You can add another business to your Weel account and switch between the businesses you belong to. See How to change businesses in the web app. If the new business shares an ABN or company name with one you already have, self-service sign-up rejects it as a duplicate. Contact Weel Support and we'll set the second business up for you.
- Once you're an admin on two or more businesses, the Multi-Entity Dashboard shows spend, pending approvals and balances across all of them at once, without switching between them individually. It's accessible from the same business switcher.
Option 2: One Weel business and Xero organisation, with business units tracked as Xero Tracking Categories
This is the right fit if you keep one consolidated Xero ledger and use Xero's Tracking Categories (for example department, cost centre, location or division) to tag transactions by business unit.
- Xero Tracking Categories sync into Weel automatically as Custom Fields. Weel doesn't use the term "tracking category," so look for your division or department field under Custom Fields.
- Whichever tracking category value you select on a transaction in Weel syncs back to Xero on export, tagged to the correct division.
- This needs a Weel plan that includes Custom Fields (Premium plan or higher).
- Only Tracking Categories imported from Xero sync back this way. A Custom Field you create manually inside Weel won't appear on the transaction in Xero; add that detail to the Description instead.
- Weel automatically adds a "Not Applicable" option to the top of every Tracking-Category Custom Field. It can't be permanently removed and returns on the next sync. This is expected behaviour, not a fault.
- If you use Weel's OpenAPI (currently in Beta), you can restrict which division values are selectable on a specific budget, so a team only sees its own coding options. This isn't available in the web or mobile app yet.
Good to know
- Tracking Categories are a coding tag, not a real boundary. With one Weel business you don't get separate funding, chart-of-accounts mappings, billing or division-level permissions, and everyone with visibility into that business can see spend across every division.
- A Weel business holds one live accounting connection at a time, so you can't split it across multiple Xero organisations, and you can't combine Option 1 and Option 2.