Getting your Neo1 company connected to your Xero Accounting platform takes minutes! This process will map Neo1 Accounting Segments for your Xero Account codes and will synchronise your tax codes in Xero to Neo1.
Follow these 5 easy steps to create the connection between Neo1 and Xero.
Step 1: Login as a user with the Administrator role, and Navigate to Settings. Under the Accounting Integrations section of the page, click Connect to Xero
Click Continue on the following confirmation dialog box:
You will now be taken to a Xero login to authenticate.
Step 2: Login with your Xero Administrator credentials. If you have more than one company under your Xero login, you may be prompted to choose which company you wish to connect to Neo1.
Note: You can only connect one Xero company to Neo1 at a time. If you have multiple companies, please speak to Neo1 customer support who will be able to create additional Neo1 child companies for you to manage this scenario.
Chose your company and select Allow Access:
Step 3: Once you have clicked on Allow Access, you will be redirected back into Neo1. Wait a few seconds for your Xero settings to be synchronised, and then you will be presented with the following screen to map your default zero rated tax codes:
In these dropdown lists you can choose which Xero tax code you wish to use in the following scenarios:
| Tax Code Type | Scenario |
| International Tax Code | Spend outside your home country. For example, if your registered office address is in the UK, spend outside the UK will be treated as international spend, and this Tax Code will be used as default. |
| Domestic Zero Rated Tax Code | Spend in your home country, but for transactions which are zero rated. For example: flights, public transport. |
| NA Tax Code | When tax is not relevant, for example a Mileage Claim, or the tax code has not been configured for the Expense Type (see Step 5 for instructions on how to do this) |
Once you have confirmed these choices, click Continue.
Step 4: You have now successfully linked Neo1 and Xero! You can check this by looking under the Accounting tab under settings. On this screen, scroll down to Segment number 20, and you will see Xero Account.
This means the Xero Account code will be populated for transaction your users justify and send for approval. This is required so spend can be extracted into Xero once all approvals have been provided and the transactions are ready to leave Neo1 and be posted into your ledger.
Note: If you wish to also capture additional Segments alongside the Xero one, you can add them on this screen. Start with Segment one and click Edit to define, and View to create values.
You can click on View to check your Xero Account codes have been imported correctly
You can also check your Taxes tab to ensure the Tax codes have been correctly imported from Xero (example below for UK)
Step 5: Now you have linked your Xero account and validated that all data has been imported correctly, the final stage is to map the Neo1 expense types to the relevant Xero Account and Tax code.
It is important this is done to ensure that spend management functions in Neo1 work correctly. When a user is inputting a new transaction for an expense or business purchase, they will need to select the Expense Type most appropriate which will then drive the correct Xero Account code and tax code automatically.
To do this, click on the Expense Types tab under Settings.
Neo1 has a library of Expense Types which are available out of the box. To map these, you click on the Expense Type line (or click on edit) and select the relevant Tax Code (this is for domestic spend, all non-domestic spend will use the default International Tax Code defined in Step 3) and Xero Account for this Expense Type.
You can also rename expense types on this screen to a name more familiar to your employees, or mark certain expense types inactive if they are not needed.
You will need to complete this one-time exercise for all expense types in this list before you can use Neo1 for expense management.
Note: Neo1 support have a mapping of the most common configurations for Xero, Sage and Quickbooks and we can apply this for you, please just contact help@neo1.com and we can arrange this for you to save the individual mapping process.