Every Weel transaction, a card purchase, reimbursement, or Accounts Payable bill, posts into your connected accounting platform. Each entry is two-sided: one line hits your mapped expense category, the other hits a dedicated Weel clearing account, keeping Weel spend easy to find, report on, and reconcile. Exact posting behaviour, including bills and refunds, varies by platform.
See How to map your chart of accounts for how the expense-category side of that mapping works.
The clearing account, and how the debit/credit sides work
On Xero, QuickBooks, and NetSuite, this account is auto-created the first time you connect and named Weel Expenses Account (a Bank-type account; on Xero it sits under account code WEEL, or DIVIPAY on older connections). MYOB uses the same name. Business Central doesn't auto-create one at all: instead you nominate an existing bank or G/L account in your Business Central settings, and Weel uses that as the balancing side of every entry.
A card purchase debits the expense account you've mapped that category to, and credits the clearing account (or your nominated Business Central account) for the same amount, the same double-entry logic as any bank payment. For example, a $120 purchase coded to "Travel" posts as:
- Debit Travel (your mapped expense account): $120
- Credit Weel Expenses Account: $120
A refund of that purchase reverses both sides, debiting the clearing account and crediting the expense account, though which kind of record carries that reversal differs by platform (see below). This example shows the simple, untaxed case: a transaction with GST/VAT coded to it exports an extra tax-component line alongside the two shown here.
Xero
- Card spend and reimbursements post immediately as a Spend Money bank transaction, debiting the mapped expense account and crediting Weel Expenses Account.
- A refund posts as a Receive Money bank transaction instead of a negative Spend Money line, debiting Weel Expenses Account and crediting the expense account.
- Bills (Accounts Payable) export as a Bill: Draft while Coding Required, moving to Authorised once approved in Weel. A Bill debits the mapped expense account and credits Accounts Payable, Xero's own default trade-creditors control account, not one Weel selects. The clearing account isn't touched by a Bill at all; that only happens once the bill is actually paid, which happens in Xero itself, outside Weel.
- Xero is the only platform where Weel can pull existing bills in for approval; every other platform only syncs bills out.
- Clearing account: auto-created the first time you connect, as a Bank-type account named Weel Expenses Account (or DiviPay Expenses Account on older connections), under account code WEEL (or DIVIPAY on older connections).
MYOB AccountRight
- Card spend and reimbursements post immediately as a Spend Money transaction, the same mechanism and debit/credit direction as Xero.
- A refund posts as a Receive Money transaction, the same reversal as Xero.
- Bills follow the same Draft to Authorised lifecycle, and the same debit-expense/credit-Accounts-Payable entry, as Xero, but only if Bills export is turned on for your account, a separate Weel-side setting your account team enables; reimbursement export is a further, independent setting. Ask your account team to confirm either is enabled if you expect it and don't see it.
- Clearing account: auto-created as a Bank-type account, using the same Weel Expenses Account naming as Xero.
QuickBooks Online
- Card spend posts immediately as a Purchase (payment type "Cash"), debiting the mapped expense account and crediting Weel Expenses Account.
- A refund posts as a Deposit instead of a negative Purchase, debiting Weel Expenses Account and crediting the expense account.
- Bills and reimbursements aren't supported: neither exports to QuickBooks, so record them manually if your business uses either in Weel. Card spend still exports normally.
- Clearing account: auto-created as a Bank-type account named Weel Expenses Account.
- QuickBooks is strictly one-to-one: it blocks connecting a company file that's already linked to a different Weel business.
NetSuite
- Card spend posts immediately as a Purchase (an "Expense" record, via the Merge integration layer), debiting the mapped expense account and crediting Weel Expenses Account.
- A refund posts as an already-posted Journal Entry instead of a negative Purchase, debiting Weel Expenses Account and crediting the expense account.
- Bills and reimbursements aren't supported either, the same limitation as QuickBooks: record them manually if you use either feature.
- Clearing account: auto-created as a Bank-type account named Weel Expenses Account.
Business Central
- Card spend lands as a Journal Line inside a "Weel" general journal, unposted, unlike every other platform. The line debits the mapped expense account and credits your nominated bank/G/L account. Someone on your finance team posts it manually in Business Central, a deliberate review checkpoint, not a fault.
- A refund doesn't create a separate kind of record here: it's the same Journal Line mechanism with the amount's sign flipped, crediting the expense account and debiting your nominated account instead. It still lands unposted, exactly like any other Weel journal line.
- Bills export as a draft Purchase Invoice, debiting the mapped expense account and crediting Accounts Payable (Business Central's own default payables control account); Business Central doesn't post it until a payment is actually recorded against that invoice.
- No auto-created clearing account here. Instead, you nominate an existing bank or G/L account in your Business Central settings during setup, and Weel uses that account as the balancing line on every journal entry and invoice.
- Business Central supports only a single company or entity per connection; there's no multi-company Business Central setup.
Good to know
- Weel spend can't be separated into a standalone journal. The expense side of every transaction posts against your normal chart of accounts, the same as a manual entry would. The dedicated clearing account above (or your nominated account in Business Central) is what lets you isolate and reconcile everything Weel touched, by filtering on that one account.
- Each Weel business connects to exactly one accounting entity: one Xero organisation, one MYOB company file, one QuickBooks company, one NetSuite subsidiary, or one Business Central company. There's no way to fan a single connection out across several entities.
- If you run more than one legal entity, the usual pattern is a separate Weel business per entity, each with its own accounting connection. Switch between them from the business-switcher dropdown next to your business name, top right, without needing separate logins.