Xero Expenses - Combine Expenses into a single claim
Currently Xero Expenses creates a single expense claim for each individual item.
Normal practice for an expense claim is it contains multiple lines (different expenses), such as parking, a restaurant bill and a hotel.
I would like to have the ability to group individual expense lines into one expense claim.
I would then have a single bill to pay (an expense claim with multiple lines) appear in my Bills to pay, rather than one for each line.
We appreciate the support in being able to combine multiple expenses, here.
At present, this isn't something we have planned, but we'll continue to keep a pulse on the interest for this here.
Currently, from the web there is an option to 'Approve all' expenses for a single employee. 🙂
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Hugh Stevens commented
Please look at Visa's app or any number of other apps available free through the app stores to see what you need to add. It would be brilliant to be able to process these claims directly into Xero but the current functionality is woeful. Multiple receipts per claim, multiple cost codes per claim. Allocating single receipts across multiple cost centres would all be normal use cases.
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Retha Dicks commented
I have employees submitting expense on Xero Me but some expenses (seperate cost) must be linked to different jobs or project and from Xero Me they are unable to do so. Please allow a option where cost can be split on Xero Me. That would help a great deal in when approving such submissions into the right project costs.
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Sally Stubbs commented
One of our clients asked me about this feature today, we have been looking how it is possible to do this and found this discussion which tells us we cant! For a company with many staff in the field, being able to see claims by 1 employee at a time seems crucial. So you know on the approve and pay side how much to send each staff member per term.
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Brian Collins commented
I would also like to be able to have one expense claim with multiple receipts
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Anastasiia Dorodnaia commented
Currently Xero does not allow to reconcile single Expense clime line to multiple bank spending lines. You could do "split" to invoices reconciliation, but Xero does not allow it to Expense claim. You need to work way around it to do it simple reconciliation through Decline Expenses and add it by to lines and so on... Could you, Xero, please, add "Split" function to Expenses reconciliation.
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Michael Neiswender commented
A system requiring the separate submission of each expense must have been built by someone with xero experience in business travel!
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Sonya Wilmot commented
We have moved over from another Accounting software and didnt have any issues with expense claims. There is no way that an employee will submit individual expenses because Xero doesnt have the function of having the option to upload photo receipts for each entry. This is going to fall back on Finance team to enter all these expenses line by line. Please can this function be expedited as soon as possible
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Jason Ellemor commented
i think the Xero expenses needs a re-think and complete work over
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Admin Tell Advisory commented
It's ridiculous having to make one entry for every single expense. Our staff travel a lot and their expense claims consist of multiple items. To create and expense (and a payment) for every item would be such a waste of time it wouldnt be worth it. When is Xero going to catch up and allow us to make actual expense claims?
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David Howe commented
Adding support for this too. Multiple line items on an expense allow for many different business accounting scenarios and also reduce overhead for the submitter and approver. Please consider adding this.
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Patrick McNamara commented
I would like to have the option in the App to be able to take multiple pictrues of long receipts or multi paged invoices and combine them into a single file rather than having multiple files attached to bills.
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Mark Kingsley commented
Adding my support for this too!
We're using Zoho Expense, which groups multiple claims into a single report. Our out-of-pocket expenses tend to be multiple small items, and it is much easier for our accounts team to check and manage reimbursements for these when grouped together - either by a specific event ('New York Business Trip') or a period of time ('Bob's expenses for May').
One difficulty to resolve would be the date of the claim. For example, would each item have individual dates, or would there be a single date based on the date submitted?
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Leanne Taylor commented
This is 100% needed in our business, we give people a daily allowance and having multiple smaller receipts is causing more admin for us to check the claims are valid and make sure that they don't go over their limit. Especially is someone submits a whole weeks worth of expenses in one submission
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Jenny Mackenzie commented
I 100% support this - the issue we are having is when a user posts an expense item say £15 for a taxi but this included a tip. The money coming though in the bank is say £14.50 and £0.50. We are not able to match this in the bank feed - i.e split a payments on expenses. You can do it against supplier bills I know but not an expenses. Also happens with hotels - they take a small charge like a deposit and then the rest on a separate payment and transport companies where they take an initial fee then a second fee when they know how much the user has travelled. Not sure it the same request as the thread but appropriate anyway
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Kathy O'Neill commented
100% agree, multiple items and receipts into one claim is absolutely necessary.
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Kathy O'Neill commented
It would be ideal if a number of expenses and a mileage claim could be grouped together as one claim, with the ability to upload supporting paperwork (e.g. a number of receipts)
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Natasha Cardoso commented
If a person goes into a conference, and has expenses related to that event, it would be helpful if it could be done all at once. Flight, hotel, mileage, food expense, supplies, etc all in one submission.
This could be beneficial to some of our programs when we request payment for travel expenses.
As of now, Xero has a mileage expense, but its ONLY mileage. And it has an “expense” claim, but it doesn’t allow for several documents to be uploaded or select different funds or accounts.
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Deliana Jooste commented
it would be great to do 1 payment for multiple receipt without having to add them separately as a refund on each receipt
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Karen Melville commented
Totally agree here, endless individual bills for $3 coffees is just madness - Xero Me for expenses might save the submitter time & admin, but it creates a headache for the accounts team.
Submitters and/or administrators should be able to combine individual lines into one submission, resulting in one, multi-line, bill. -
Fiona Show commented
This is total madness. Who on earth wants to see 20 individual lines in their accounts for each trifling line on an expenses claim.
Not going to be using Xero expenses unless they sort out this and the equally bonkers approvals free-for-all.