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Exporting Expenses from Pemo to Xero

Updated over 3 weeks ago

Once your Pemo–Xero integration is connected, you can start exporting expenses seamlessly. Pemo automatically sends all key details — including receipts — to Xero, so your books stay accurate with minimal manual effort.

This guide covers all scenarios:

  • Purchase transactions (with or without fees)

  • Refunds and chargebacks

  • Top-ups and withdrawals


1. What’s Required for Export

To export a card transaction expense, make sure you’ve added:

  • A Chart of Account

  • A Vendor / Contact

Without these, the expense will remain incomplete in your export to-do list.


2. How to export purchase transactions without fees

Purchase transactions without fees are the most common type of expense.

Steps to export:

  1. Head to the Accounting Export → Transactions tab.

  2. Select the transactions you want to export.

  3. Click Export.

💡 Requirements before exporting:

  • Each transaction must have a Chart of Account.

  • Each transaction must have a Vendor/Contact.

Local currency (AED)

  • Expenses are exported in AED.

  • Pemo includes the actual paid amount and the attached receipt.

  • No additional conversion is applied.

How it will be displayed in Xero

How it will be displayed in Pemo

GIF Needed

Foreign Currency

  1. Pemo exports the actual amount / payable amount in AED

  2. No exchange rate is sent from Pemo.

  3. If you use Xero Premium with multi-currency enabled, Xero will handle the conversion into the original currency.

Pemo Power Tip: Enable multi-currency in Xero if you frequently handle FX expenses.

How it will be displayed in Xero

How it will be displayed in Pemo

Updated video/GIF needed


3. How to export purchase transactions with fees

Some purchases include transaction or processing fees. Pemo handles these automatically by splitting the expense into two entries: one for the main expense and one for the fee.

Before exporting:

  • Add your default fee account in Accounting Settings. See how to here.

Steps to export:

  1. Head to the Accounting Export → Transactions tab.

  2. Select the fee-based transactions you want to export.

  3. Click Export.

How it works:

  • Two expenses are exported: main expense and fee expense.

  • Both share the same Pemo Export ID.

  • Attachments are only sent with the main expense.

  • Fees are posted to your default fee account.

  • If there are multiple fee types, they are exported as line items.

How it will be displayed in Xero

How it will be displayed in Pemo


4. How to export refunds from Pemo to Xero

Refunds, cashback, and chargebacks appear in Xero as “Receive money” transactions.

Steps to export:

  1. Head to the Accounting Export → Transactions tab.

  2. Apply a filter for Transaction Type = Refunds / Cashback / Chargebacks.

  3. Select the transactions you want to export.

  4. Click Export.

This ensures refunds are properly recorded against your wallet and not mistaken for new expenses.

How it will be displayed in Xero

How it will be displayed in Pemo


5. How to export top-ups and withdrawals from Pemo to Xero

Top-ups and withdrawals reflect wallet movements. These are exported to Xero as Transfers (if the cash ledger is enabled).

Steps to export:

  1. Head to the Accounting Export → Wallet Movements tab.

  2. Select the wallet movements (top-ups or withdrawals) you want to export.

  3. Click Export.

How it will be displayed in Xero

How it will be displayed in Pemo


6. Data Exported from Pemo to Xero

Every export from Pemo includes both expense details and accounting fields:

Expense Details

  • Expense Date

  • Expense ID

  • VAT type (default: Inclusive)

  • Quantity (always 1)

  • Actual amount (always in AED)

  • File / Receipts attached

Accounting Fields

  • Chart of Accounts

  • Vendors

  • Payment Account

  • VAT Rate

  • Tracking Categories

  • Memo


7. How to Export in Bulk

  1. Go to Accounting Export in Pemo.

  2. Select one or multiple items that you want to export.

  3. Click Export.

  4. Confirm in the side panel.

  5. Expenses are sent to Xero and removed from your to-do list.


8. Where to Find Export History

Every expense you export to Xero from Pemo is also stored in your Export History. This gives you a backup in CSV format, which is especially useful for:

  • Audits

  • Reconciliations

  • External reviews

  • Quick reporting outside of Xero

How to find your export history:

  1. Click on the “Exported” button in the Accounting Export view.

  2. Select History.

  3. Export the transaction list as a CSV file.

With export history, you’ll always have a parallel record of what’s been sent to Xero — even if you want to double-check outside the system.


Summary

With Pemo, exporting to Xero is:

  • Fast → Bulk export hundreds of expenses with one click.

  • Accurate → Chart of accounts, VAT, and vendors all sync automatically.

  • Complete → Every expense includes receipts and audit trails.

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