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Connect expenses to Projects within Xero Expenses

Currently it seems the only place to add an expense to a project is within the Projects module. But what if your employees use Xero Expenses to input all of their expenses? There's even a field in Xero Expenses that says "Assign to customer or project" - but no projects can be selected.

Please can we associate expenses to a Project when submitting an expense through Xero Expenses?

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Benjamin Lindley shared this idea  ·   ·  Report…  ·  Admin →
delivered  ·  AdminKelly Munro (Community Manager, Xero) responded  · 

As noted(Thanks for the direction here, Leah!) if the user has access to both Xero Expenses and Projects they will be able to create expenses through the Xero app and assign this to an existing Project - see more entering expenses in our help 

When assigning the permission, start searching for the project where you'll see a list of the related projects then pop up for selection. 🙂

There's no way to assign a project to a spend money that's being created through the Xero accounting app atm, this is a bit of a different idea to what's been raised here but you're welcome to start an idea for this that we can get a view of the demand and keep you updated through.

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  • Benjamin Lindley commented  ·   ·  Report

    Hi Leah, thanks for the help, but this trick doesn't seem to work work with the use case I presented in my question. I wish it did! Are you really able to submit expenses through the "XERO EXPENSES" app and connect them with a Project from Xero Projects during the submission step?

  • Reuben Yeoman commented  ·   ·  Report

    We have the same requirement. This is the same even using the main Xero app on mobile. You can add a receipt and assign it to a Customer but you CANT add a receipt and assign it to a Project.
    Using the Xero Expenses app you can asign an expense to a Project but this is only for expense claims.
    We need the ability to spend money on the company credit card and then assign those expenses to a Project.
    You can do both of these via the Xero website so surely this is an easy fix for the main mobile Xero app. If the functionality exists on the Expenses app already, isn't this an easy addition to the main app?
    It will make a massive difference to the tracking of project expenses and the time it takes to reconcile these.

  • Leah McVeigh commented  ·   ·  Report

    Hi Ben! It took me a minute to figure this out, but you Xero is already set up to this. The TRICK (and it is super unclear) is that it's a permissions issue. The person you want to be able to assign projects to expenses has to be at least a STANDARD user on projects AND a submitter or approver on Expenses. If they're only invited to expenses the project field remains blank.