This guide walks you through how Alaan connects with Xero — from setup and authentication to data sync and export transactions. It’s broken down into three key sections:
🔑 Integration Scope
Automated data syncing between Alaan and Xero.
Creation of general journal entries in Xero for Alaan transactions.
Attachment of receipts to transactions for detailed tracking.
Syncs automatically every 24 hours, with an option to sync manually anytime from the Alaan web app
✅ Supported Features
Import and map the chart of accounts and map to categories
Import and map expense tracking tags
Import and map vendors/suppliers
Import tax codes
Create expenses in Xero
Create receipts in Xero
Create bank accounts
Split expenses and export as different line items
Include details like spender name, merchant, memo, FX, and invoice number
🔄 Data Flow Overview
From | To | Data Shared |
Xero | Alaan | -Bank Accounts & Chart of Accounts -General company details -Suppliers -Tracking Categories & Tax Codes |
Alaan | Xero | -Bank Account -Spend Money -Supporting documents attachments |
🛠️ Step-by-Step Guide
Step 0: To set up the integration, ensure the following:
Admin access to your Xero
Admin or Accountant access to the Alaan Dashboard
Step 1: Connect to Xero
Log in to the Alaan web app and go to the Accounting page.
Select Xero and begin the integration process.
Your request will be forwarded to our Customer Success team to enable the integration.
Step 2: Create Connection
Click on "Connect with Xero".
Log in to Xero (Username and Password) with administrator access.
Select the Organisation with which Alaan wants to connect.
Allow Access to navigate to the next step.
Step 3: Import Tax codes
Import tax codes from Xero and map them with the corresponding accounts.
Step 4: Import Expense Accounts / GL Accounts / Chart of Accounts
Map the Expense accounts required to export Alaan card expenses to at least one category.
Expense Categories: These are specific names that can be assigned to help the spender understand the categories better.
Expense Accounts: Your GL accounts from Xero are listed here. You can associate your GL accounts with expense categories. This ensures that when an expense category is selected, it will automatically connect to the appropriate GL account.
Default Tax Code: These are not mandatory and are only required if each expense in this category has a designated tax code.
Note: Alaan will replace all the existing GL Account numbers with the Expense Accounts / Chart of Accounts imported from Xero. You may skip this step and return to it later via the Settings menu.
Step 5: Select or Create a Bank Account
Create a new bank account or select an existing bank account in Xero to ensure that all your Alaan exports are directed to this designated bank account.
Step 6: Setup Complete
Click Finish to complete your integration setup.
Once integrated, you can begin exporting transactions. Learn more:
⚙️ Manage Xero Integration
Map Categories to Your Account
Navigate to Settings > Expense Accounts in Alaan.
Select an existing expense category or create a new one.
Assign a corresponding Chart of Accounts (Expense Account) for the category.
Sync Xero
Go to Settings > Xero in the Alaan web application.
Click Instant Sync (top-right corner)
The sync process will start and take up to 5 minutes to complete.
Disconnect Xero Integration
Navigate to Settings > Xero
Click Disconnect
Confirm to disable integration
Change Bank Account
Navigate to Settings > Xero
Click Change Bank Account
Choose the desired bank account and connect it to Alaan.
Enable/Disable Vendor Mapping
Navigate to Settings > Xero
Toggle the Vendor Mapping switch to enable or disable it.
Need help? Contact the Customer Success Team if you face any issues or if you need further customisation.