Integrations

How to sync project expenses with Xero

24 August 2026  ·  4 min read

If your books live in Xero, the goal is the same as with any accounting system: expenses captured in the field should reach the ledger without anyone retyping them. TaskSpend’s Xero sync does exactly that—on your schedule, never on its own.

What the sync does

TaskSpend pushes approved expenses from a project into Xero. The approval queue acts as the gate: pending and declined items never reach your books, and nothing moves until you choose to push it. The Xero connection is completely independent of the QuickBooks one—a workspace can use either, or different systems on different projects.

Setting it up

1. Xero sync is included with Premium, and connecting is reserved for the workspace owner.
2. In the project, choose Connect Xero and sign in with your Xero account. The sign-in happens with Xero itself—TaskSpend never sees your password, only a permission you can revoke.
3. Map your TaskSpend categories to your Xero categories once, and every pushed expense files itself correctly from then on.

Day to day

Capture, approve, push—in that order, at whatever rhythm suits you. Each pushed expense shows its sync status in the app, so you can see at a glance what has made it across, and retry anything that has not. Weekly for an active job, or once at handover for a short one; the books receive the same clean, approved list either way.