Payroll & expenses

6 results found

1. Expense Claim - Option to make 'tracking category' required field

   Ability to make a 'tracking category' a required field on expense claim form. Currently this is in optional fields and isn't obvious to the expense submitters. This would also be relevant for 'customer', 'project' and 'label' fields depending on how an organisation has set up their Xero.

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   0 comments  ·  Expense claims  ·  delete…  ·  Admin →
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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

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2. Segregate expenses to be reconciled through different bank accounts and make forex conversion better

   Problem: Our organisation has over 60 monthly subscription in foreign currency that is paid through our business credit card account and the foreign currency amounts aren't matched properly causing manual matching.

   Solution: Firstly improve the reconciling so that the forex amount on the invoice is converted at the forex rate and appears on the bank recon screen in green. Secondly add functionality that all bills are separated between which accounts they are to be settled from so that they show up green in the bank recon screen in the bank account they were selected to be paid from

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   0 comments  ·  Expense claims  ·  delete…  ·  Admin →
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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

3. Process Negative Total Super Contributions in a Super Batch

   With the upcoming PayDay Super deadline, we need the ability to process a negative total Super Contribution Category in a Super Batch. I've recently had the scenario where an employer added and incorrect Super Category to the employee's pay, and then paid the super. When processing the payroll for the following week we discovered the error, reversed the pay, created it again with the correct super category and then recorded the current (2nd) weeks pay. There were 2 lines in the Pay Super from the previous week, a positive & negative (net amount $0, negative one to reverse incorrect super category), then the current week's super. The batch could not be submitted, even though all amounts and categories are correct, because the negative amount is for a different category, and Xero will not let us submit amounts $0 or less. We had to only submit the current week's super and then manually mark as paid the adjustments from the prior week. Then we had to contact the fund manually and request they reallocate the amount to the correct category in this system. I do not believe this is a viable solution come 1st July 2026. Please vote to fix this.

   With the upcoming PayDay Super deadline, we need the ability to process a negative total Super Contribution Category in a Super Batch. I've recently had the scenario where an employer added and incorrect Super Category to the employee's pay, and then paid the super. When processing the payroll for the following week we discovered the error, reversed the pay, created it again with the correct super category and then recorded the current (2nd) weeks pay. There were 2 lines in the Pay Super from the previous week, a positive & negative (net amount $0, negative one to reverse incorrect super… more

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   0 comments  ·  Payroll  ·  delete…  ·  Admin →
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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

4. "Upload Bills" - is currently only under Purchases- have it also under the contact

   Can you also add "Upload Bills" under the contact? When a bill comes in, I check to see if it's already in entered by looking at the contact. If not, I go to enter in the bill there and it only provides the manual option. Can you add it to the dropdown under the contact too please?

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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

5. Xero Expenses - Add custom fields for SARS

   EXPENCE MODULE - TRAVEL - NOT TAX (SARS) COMPLIANT

   Xero Expenses currently captures the following for mileage claims: date, distance, and a description. This is wholly inadequate for South African tax compliance and exposes every South African business using Xero Expenses for travel reimbursement to material tax risk.
   The South African Revenue Service (SARS) prescribes specific logbook requirements under the Income Tax Act 58 of 1962 and the Seventh Schedule thereto. A valid SARS travel logbook must record the following for every trip:

   Date of travel
   Start time
   End time
   Starting point (address or location description)
   Destination (address or location description)
   Purpose of the trip (business vs private)
   Odometer reading at the start of the trip
   Odometer reading at the end of the trip
   Total kilometres travelled
   Opening odometer reading for the tax year
   Closing odometer reading for the tax year

   Xero Expenses captures only date, distance, and a freetext description. It captures none of the mandatory location, time, or odometer data. A logbook compiled entirely from Xero Expenses records would be rejected by SARS in an audit, potentially resulting in:

   Full taxation of all travel allowances and reimbursements at the taxpayer's marginal rate
   Penalties and interest under Section 76 of the Income Tax Act
   Personal liability for directors and employees who relied on the platform's records

   This is not a fringe edge case. South Africa has approximately 500,000+ registered companies. Xero holds a significant share of the SME accounting market in South Africa. Every single one of those businesses using Xero Expenses for mileage is currently operating with a non-compliant logbook.
   The SARS prescribed rate for business travel reimbursement for the 2026/2027 tax year is R4.95 per kilometre. Businesses are actively using Xero Expenses to reimburse travel at this rate. Without a compliant logbook, SARS can disallow the entire reimbursement on audit.
   Relevant legal requirements and references:

   Income Tax Act 58 of 1962, Seventh Schedule: https://www.sars.gov.za/legal-counsel/primary-legislation/acts/
   SARS Travel Allowance and Logbook Guide: https://www.sars.gov.za/individuals/car-allowance/
   SARS Official Logbook template showing required fields: https://www.sars.gov.za/wp-content/uploads/Docs/TravelLogbook2024-25.pdf
   SARS Binding General Ruling 7 on travel allowances: https://www.sars.gov.za/legal-counsel/dispute-resolution/rulings/binding-general-rulings/
   Tax Administration Act 28 of 2011, Section 29 (record-keeping obligations): https://www.sars.gov.za/legal-counsel/primary-legislation/acts/

   Competing platforms including Dext, Expensify, and SAP Concur all support full logbook fields. Xero's current implementation is not fit for purpose in the South African market and creates direct legal exposure for Xero's customers.
   The required fix is straightforward: add mandatory fields for start location, end location, start odometer, end odometer, start time, and end time to the mileage expense form, and generate a SARS-compliant logbook report that can be exported as a PDF for submission to SARS or retention for audit purposes.
   This is a compliance issue, not a feature request. We urge Xero to treat it accordingly.

   EXPENCE MODULE - TRAVEL - NOT TAX (SARS) COMPLIANT

   Xero Expenses currently captures the following for mileage claims: date, distance, and a description. This is wholly inadequate for South African tax compliance and exposes every South African business using Xero Expenses for travel reimbursement to material tax risk.
   The South African Revenue Service (SARS) prescribes specific logbook requirements under the Income Tax Act 58 of 1962 and the Seventh Schedule thereto. A valid SARS travel logbook must record the following for every trip:

   Date of travel
   Start time
   End time
   Starting point (address or location description)
   Destination (address or location… more

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   0 comments  ·  Expense claims  ·  delete…  ·  Admin →
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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂

6. Amend the reference on the payment overview tab to say what the expense is for rather than the generic expense claim
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   0 comments  ·  Expense claims  ·  delete…  ·  Admin →
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   Idea review  ·  AdminKelly Munro (Community Manager, Xero) responded

   Hi 👋 your idea is being looked into by our Community team. We'll be in touch soon to update you once your idea has been reviewed.

   Did you know you can join our Xero Research panel to be involved in early testing and research? Find out more and sign up through our website 🙂