How to reconcile your reimbursements in Xero

Steps

1. Open Xero.
2. Select the Weel Expenses Account from your dashboard or your list of bank accounts.
   • If your business connected to Xero before the Weel rebrand, this account may still show as DiviPay Expenses Account. Weel looks up either name automatically, so only the label differs.
3. Open the Reconcile tab.
   • Reconcile from this tab only. Using the Account Transactions tab instead causes duplicate reconciliations and incorrect balances in Xero.
4. Match each reimbursement transaction to its corresponding bill, then select OK.
   • Weel gives each transaction a unique reference number. If multiple reimbursements share the same merchant, amount, and date, use the reference number to match the right one. See How do I match transactions in Xero that have the same Merchant, amount and date?.

Good to know

• A reimbursement only exports into Xero as a bill once every line item has an expense category, it's cleared its approval workflow (approved, declined, or no approval required), and it's actually been paid (status Cleared or Refunded). A category alone isn't enough. If it gets stuck instead with a locked-period export error, see I've enabled auto-lock period handling and still have approved invoices/reimbursements stuck with an export error?.
• The bank feed line you'll match in Reconcile appears in Xero the morning after the reimbursement's status changes to Cleared, not the morning after the expense was made. Expect a delay if it sits in Pending or Awaiting Approval first.
• For the bill's account coding to be correct, make sure your chart of accounts is mapped to Weel's expense categories first. See How to map your chart of accounts. The bank line still exports without this, but the coding may be off until it's mapped.