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    Through TripLog, you can upload your recorded mileage to your Xero account with ease! This guide will give an overview of how to setup and use TripLog to upload your mileage to Xero.

    Getting Started

    To initiate a connection with Xero, please follow these steps:

    1. Please navigate to https://triplogmileage.com/web/xero/reimburseEmployees
    2. Click ‘Connect to Xero’, a pop up will then appear. On the pop up, click the blue and white button labeled ‘Connect to Xero’
    3. A new browser window will open. On the new window, please enter your Xero user email address and password in the appropriate fields and click ‘log in’.
    4. Select the Xero Organisation you would like to connect TripLog to (if you have multiple Xero Organisations), then click ‘Allow access’

    Set up Bill Uploads for Xero

    You can upload TripLog mileage as bills to Xero using the default settings or by using custom settings to best fit your Xero account. Here are a few pointers and instructions to help you upload mileage bills to Xero:

    1. Please navigate to https://triplogmileage.com/web/xero/reimburseEmployees
    2. You can customize your upload settings by clicking ‘Xero Settings’ (top right next to the green ‘Upload to Xero (Organisation Name)’ button)
      1. To customize the integration between TripLog and your Xero account, you can link your TripLog users to existing Xero Suppliers.
        1. This will make a connection such that mileage reimbursement bills submitted to Xero through TripLog will be attributed to the appropriate supplier within Xero
        2. Please click ‘Link Users’ to link each TripLog user to the correct Xero Supplier. You will be able to select the appropriate Xero Supplier for each TripLog user from a drop-down menu
        3. By Default, If you do not link your TripLog users to existing suppliers, a new Xero Supplier will be created for each user. The Supplier will hae the same name as the user’s name in TripLog.
      2. Optionally, you can set the Expense Account in Xero for mileage to be uploaded. If none is set, by default, TripLog will create a new Expense Account called ‘Mileage Expense’. To configure this setting, please click ‘Set Expense Account’
    3. When you have configured the custom upload settings to your satisfaction, you are now ready to upload your mileage to Xero
    4. To upload your mileage to Xero, please first search for the mileage you wish to upload using the search criteria section on the left side of the page (circled in red on the screenshot). The mileage that will be uploaded to Xero will appear on the table on the right side of the page (circled in blue on the screenshot). 
    5. When you are ready to upload the mileage, please click the green button labeled ‘Upload to Xero (your Xero Organisation’s name)’. This will produce a pop-up window
    6. In the pop up window, you can select the tax rate and upload date you would like to appear on the bill. The bill’s due date will be the same as the upload date. When you are satisfied with the upload date and tax rate, please click ‘Upload’. This will upload your mileage to Xero

    Here is an example of how a mileage bills looks in TripLog (top) compared to how it looks when uploaded to Xero (bottom):

    For further clarity, here is a table showing how data in TripLog transfers to data in Xero:

    TripLog Xero
    Mileage->Bills
    User<->Contacts
    Tax Rate Setting<-Tax Rate
    Expense Account Seting<-Expense Account

    Set up Invoice Uploads for Xero

    You can upload TripLog mileage as invoices to customers/clients in Xero. To do so, you will need to assign an activity in TripLog to a customer in Xero to tell TripLog which customer to invoice for the mileage. Here are a few pointers and instructions to help you upload mileage invoices to Xero:

    1. Please navigate to https://triplogmileage.com/web/xero/invoiceClients
    2. Click ‘Set Up Xero’ in the top right corner
    3. To invoice customers and clients by linking TripLog with your Xero account, you can import your existing Xero Contacts to your TripLog account as business activites. To do this, please follow these steps:
      1. Please click ‘Import Contacts’
      2. Select the Xero Contacts you wish to import by checking the box next to them
      3. click ‘Import as Business Activities’
      4. When you next take a trip, the imported contact will appear as a business activity that you can use to categorize your trip (just like the activities ‘Business’, ‘Personal’, etc)
      5. When you upload your trips to Xero, the invoices will be made to the contact identified as the activity of each trip.


      Alternatively, you can map your TripLog business activities with your existing Xero Contacts. Please follow these steps to link your Xero Contacts to TripLog activities:

      1. Please click ‘Link Contacts’
      2. Use the drop-down menu next to each Trip business activity to the appropriate Xero Contact for invoicing
      3. Click close
      4. When you upload your trips to Xero, the invoices will be made to the contact mapped to activity of each trip.
    4. Optionally, you can set the Revenue Account in Xero for mileage to be uploaded. If none is set, by default, TripLog will create a new Revenue Account called ‘Mileage Service Income’. To configure this setting, please click ‘Set Revenue Account’.
    5. Once you have linked or imported activities, you will be able to upload your mileage as invoices to the appropriate customer in Xero.
    6. To upload, please search for the criteria for the trips you would like to upload using the search box on the left side of the page (circled in red on the screenshot). You will see the trips that will be uploaded on the table on the right side of the page (circled in blue on the screenshot). Note: only the trips matched with a Xero Contact to invoice will be uploaded to Xero.
    7. When you are ready to upload the mileage, please click the green button labeled ‘Upload to Xero (your Xero Organisation’s name)’. This will produce a pop-up window
    8. In the pop up window, you can select the tax rate and upload date you would like to appear on the invoice. The invoice’s due date will be the same as the upload date. When you are satisfied with the upload date and tax rate, please click ‘Upload’. This will upload your mileage to Xero

    Here is an example of how a mileage invoice looks in TripLog (top) compared to how it looks when uploaded to Xero (bottom):

    For further clarity, here is a table showing how data in TripLog transfers to data in Xero:

    TripLog Xero
    Mileage->Invoices
    Activity<->Contact
    Tax Rate Setting<-Tax Rate
    Revenue Account Setting<-Revenue Account

    FAQ

    • How do I disconnect from Xero?
    • When and how does data sync occur? Is it manual, automatic, on login, in real-time. Are there any settings related to synchronizing?
      • Syncing data from TripLog to Xero is done manually. For more information on how to upload your TripLog mileage to Xero, please scroll up and review ‘Set up Bill Uploads for Xero’ if you wish to upload mileage as a bill or ‘Set up Invoice uploads for Xero’ if you wish to upload mileage as invoices to customers.
    • If you have any questions about the Xero-TripLog integration that have not been answered here, please contact us with your question at support@bizlog.com