Contents of this article are applicable to the following users
Tier: Growth / Scale
Product: PayrollAny
Platform: Web
Access Level: Owner / Manager
StaffAny exports approved claims as a CSV file. Because Xero's bill import requires a specific column format, you will need to map the StaffAny CSV columns to the Xero bill import template manually before uploading. This guide walks you through the full process, including how to set up your Claim Types so each claim maps cleanly to the correct Xero account code.
This guide will cover how to:
1. Set Up Claim Types with Xero Account Codes
For the import to work correctly, each Claim Type in StaffAny must correspond to exactly one account code in Xero. A one-to-one mapping between Claim Type and Xero account code ensures that bills are posted to the right expense account automatically when you map the data.
Recommended naming approach: Name each Claim Type after its Xero account name/code, or add the Xero account code in the Claim Type Description for reference.
To create or review Claim Types:
Go to Claims in the left navigation menu and select Claim Types.
Click Add Claim Type to create a new type, or click an existing type to review it.
In the Claim Type Name field, enter a name that matches the Xero expense account — for example, Transportation, Meals, or Office Supplies.
In the Description field, include the Xero account code for your team's reference — for example, "Maps to Xero account code 420 – Travel & Entertainment."
Click Save.
Note: Avoid using a single generic Claim Type (e.g. Claims) for all reimbursements. If multiple Claim Types share one Xero account code, you will need to manually consolidate those rows before importing into Xero.
2. Download the Claims Export from StaffAny
The claims export includes all non-withdrawn claims created within the date range you select.
Go to Claims in the left navigation menu and select Manage Submissions.
Use the Date Range picker at the top to select the period you want to export — for example, the current month.
Click the Export button. StaffAny will generate and download a CSV file.
The downloaded CSV contains the following columns:
StaffAny CSV Column | Description |
Claim ID | Unique identifier for each claim submission |
Request Date | Date the claim was submitted in StaffAny |
Staff Name | Full name of the staff member who submitted the claim |
Attachment Link | URL(s) to uploaded receipt images |
Merchant Name | Name of the merchant entered by the staff member |
Transaction Date | Date of the actual transaction/purchase |
Claim Type | The Claim Type name configured in StaffAny |
Amount | Claim amount in the organisation's currency |
Tax Category | GST/tax category applied to the claim, if configured (e.g. Standard-Rated Purchases or No Tax) |
Tax Rate (%) | Tax rate percentage, if a Tax Category is applied |
Section | The section/outlet the staff member belongs to |
Remarks | Free-text notes entered by the staff member |
Status | Current approval status (e.g. Approved, Pending, Rejected) |
Tip: Filter by Status = Approved before exporting, or filter the CSV after downloading, so that only fully approved claims are imported into Xero as bills.
3. Download the Xero Bill Import Template
Xero provides a standard template for importing bills. Download the latest version directly from Xero's support page before mapping your data.
Download the bill import template file (CSV format).
Open the template in a spreadsheet application. Do not delete or rename any column headers — Xero requires the headers to be in the exact format provided.
4. Map StaffAny Fields to Xero Bill Fields
Copy the relevant data from the StaffAny CSV into the Xero bill import template. The table below shows the required and recommended mappings.
A. Required Field Mapping
The following fields are required for a valid Xero bill import. For each row in your StaffAny export, populate the corresponding Xero column:
Xero Bill Field | StaffAny Source Column | Notes |
ContactName | Staff Name | This is the supplier/claimant. Use the exact staff name from the StaffAny CSV. |
InvoiceNumber | Claim ID | Using the StaffAny Claim ID ensures each bill has a unique reference and avoids duplicate imports. |
InvoiceDate | Transaction Date | Use the date of the actual purchase, not the request date. Ensure the date format matches what Xero expects (DD/MM/YYYY or as shown in the template). |
DueDate | Transaction Date | Set to the same value as the Invoice Date unless your organisation has a specific payment terms policy. |
Description | Remarks | The free-text notes entered by the staff member. If Remarks is blank, consider using the Merchant Name or Claim Type as a fallback description. |
Quantity | — (fixed value) | Enter 1 for all rows. Claims in StaffAny are recorded as a single line amount, not as quantity × unit price. |
UnitAmount | Amount | The claim amount. Remove any currency symbol or thousand separator if your spreadsheet tool inserts one. |
AccountCode | Claim Type | Replace the Claim Type name with the corresponding Xero account code. For example, if your Claim Type is Transportation and it maps to Xero account code 420, enter 420 in this column. This is why a one-to-one mapping of Claim Types to account codes is important. |
TaxType | Tax Category / Tax Rate (%) | StaffAny exports the tax category name (e.g. Standard-Rated Purchases) and rate. Map this to the corresponding Xero TaxType code used in your Xero account (e.g. OUTPUT, INPUT, NONE). If your organisation does not yet record GST inside StaffAny, enter the TaxType manually in the Xero template for each row. |
B. Optional: Tracking Categories
If your Xero account uses tracking categories (for example, to track costs by outlet or staff member), you can populate the optional tracking columns in the Xero template using data from the StaffAny CSV:
Section in StaffAny → maps to a Xero tracking category if you track costs by location or outlet.
Staff Name in StaffAny → maps to a Xero tracking category if you track costs by individual staff member.
The tracking category columns in the Xero template are labelled TrackingName1, TrackingOption1, TrackingName2, and TrackingOption2. Enter the tracking category name (e.g. Outlet) in the TrackingName column and the corresponding value (e.g. the section tag from StaffAny) in the TrackingOption column.
5. Import the Completed Template into Xero
Once you have populated the Xero bill import template with the mapped data, import it into Xero.
Save the completed template as a CSV file.
In Xero, go to Accounts > Purchases > Import.
Select the CSV file and click Import. Xero will preview the bills before creating them.
Review the preview to confirm the account codes, amounts, and contact names are correct, then confirm the import.
For full Xero import instructions and troubleshooting, refer to the Xero support article: Import bills and credit notes.
FAQ
Q: Which claims are included in the StaffAny export?
A: The export includes all claims created within the selected date range, except withdrawn claims. This includes Pending, Approved, Rejected, and Processing claims. Filter the CSV to include only Approved claims before importing into Xero.
Q: What if I have multiple Claim Types that map to the same Xero account code?
A: You will need to manually update the AccountCode column in the Xero template for each affected row. To reduce manual work, consider restructuring your Claim Types so each one maps to a distinct Xero account code.
Q: How do I handle GST/TaxType if my organisation has not configured Tax Categories in StaffAny?
A: If Tax Category and Tax Rate are blank in the StaffAny export, enter the correct Xero TaxType code manually in the Xero template for each row before importing. StaffAny's GST-inside-claims feature is not yet available for all organisations.
Q: Can I import the StaffAny CSV directly into Xero without reformatting?
A: No. The StaffAny claims CSV column names and format do not match the Xero bill import template. You must copy and remap the data into the Xero template before importing.
Q: Who can export claims from StaffAny?
A: Only users with Owner or Manager access level can access Manage Submissions and use the Export function.