(need to claim mileage....head on down the page....)
1. Login to the Xero Application on your mobile or tablet - where you will see your Xero dashboard.
2. At the bottom of the screen, tap on the Receipts icon - This will show you all receipts collected so far.
3. Hit the + sign in the top right hand corner of the screen
4. Fill in each line, as follows:
a) “What was it for” - type what the receipt is for – i.e. food, phone cases, mileage etc.
b) “Where’d you spend?” – Type in the name on the receipt – e.g. Amazon, eBay, Shell etc.
c) “Spent today” – select the date of the receipt from the calendar that is shown
d) “How did you pay” – if you paid cash or with your own card, select “I want to be repaid”.
If you paid from the business bank account, select the bank account from the list
e) “Categorise to an account” – select from the list shown – if there isn’t an obvious category, please let us know.
Some examples are:
Subsistence (e.g. for coffees, those sneaky bacon sarnies.....)
Travel - National (for train fares, mileage claims etc)
Entertainment - 100% business (for all those lunches with your clients!)
f) “Total incl tax” - Enter the total amount of the receipt (don’t worry about any VAT amount, Xero will work it out)
g) Tap the “Attach files” icon, select “Take Photo” if you have a paper receipt in front of you, take a photo, tap “use Photo”
(or upload a file from a cloud drive). You can take multiple photos!
5. Tap “Add” on the top right of the screen
6. Select “Submit and Approve” (make sure you hit Submit & Approve and not just Submit!)
7. That’s all you do – the receipt can then be thrown away.
Need to claim mileage?....
When you use your own car for company business, you claim a mileage allowance, rather than for the petrol you put into the car. The allowance is as follows:
For the first 10,000 miles, you claim each mile at 45p
For miles over 10,000, you claim each of these miles at 25p
So, to enter your mileage as an expense claim in Xero, follow the instructions above until you complete 4d, then proceed as follows:
a) Select the "Optional Details" button on the left-hand side
b) Select "Split into Items & Quantities"
c) In "Quantity", enter the total number of business miles for this claim
d) In "Unit price incl. tax", enter either 45p or 25p dependent on the total of miles already claimed
e) Tap the tick in the top right-hand corner
f) Tap the "New Receipt" link in the top left-hand corner, which will take you back to the main details of the claim.
g) Tap the "Attach files" icon, select “Take Photo” if you have a paper receipt in front of you, take a photo, tap “use Photo”
(or upload a file from a cloud drive). You can take multiple photos if you have filled up a number of times.
h) Tap "Add" on the top right of the screen
i) Select "Submit and Approve" (make sure you hit Submit & Approve and not just Submit !)
j) That's it - your mileage claim has been submitted and the petrol receipts can be thrown away.
We recommend you log all your expenses using the Xero mobile app as doing it from the desktop is a tad long-winded at the moment - it will probably take you at least double the amount of time and we're sure you probably have more exciting things to do! If it's not possible to use the mobile app, just let us know and we will help you to log your expenses from the desktop.