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1. Expense Claim without staff using XeroMe

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   1 comment  ·  Payroll & expenses » Expense claims  ·  delete…  ·  Admin →
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   Gaining Support  ·  AdminDavid Reynolds (Admin, Xero) responded

   Hi Vanessa. Thank you for this suggestion.

   We understand that for staff who rarely claim expenses, setting them up as a Xero user just to process a single reimbursement can be administratively heavy.

   As you have found, the current Expenses module requires the "Claimant" to be an invited Xero user. Because your request is to allow claims for "non-users", we are classifying this as a new idea to Gain Support.

   A note on Xero Me access: If the main barrier is that your staff prefer not to use the mobile app, it is worth noting that they can also submit their claims via the web version of Xero Me (logging in via a desktop) instead of using the app.

   A workaround for non-users: For staff who do not have a Xero login, you can process their Expense Claim on their behalf. If you need an extra hand you can raise a case with our Xero Support specialists. 😊

   Hi Vanessa. Thank you for this suggestion.

   We understand that for staff who rarely claim expenses, setting them up as a Xero user just to process a single reimbursement can be administratively heavy.

   As you have found, the current Expenses module requires the "Claimant" to be an invited Xero user. Because your request is to allow claims for "non-users", we are classifying this as a new idea to Gain Support.

   A note on Xero Me access: If the main barrier is that your staff prefer not to use the mobile app, it is worth noting that they can also submit their claims via the web version of Xero Me (logging in via a desktop) instead of using the app.

   A workaround for non-users: For staff who do not have a Xero login, you can process their Expense Claim on their behalf. If you need an extra hand you can raise… more

   Renee Gatehouse supported this idea  ·  09 February, 2026
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   Renee Gatehouse commented  ·  09 February, 2026  ·  Edit…  ·  delete…

   Agree with Vanessa, It would be good to be able to reimburse employees listed in Payroll without making them a Xero user. Our staff also are not Xero users, previously we could put the name of the employee we were reimbursing regardless if they were Xero users or not.

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