How Receipts Appear in Xero with Receipt-AI (Files, Spend Money Transactions, and Line Items)

1. Receipt as a File Only

The most basic setup is when a receipt is sent into Xero through Receipt-AI but isn’t automatically turned into a spend money transaction. Instead, it shows up simply as a stored file (PDF, JPG, PNG, etc.) inside Xero.

How it looks

The uploaded file (for example, 2025-03-24_uber_64.92_queenie-peng.pdf) will be available in Xero → Files. No transaction is created — just the receipt itself.

Xero interface showing a receipt uploaded via Receipt-AI stored as a file only. The file '2025-03-24_uber_64.92_queenie-peng.pdf' is visible in the Files section without being linked to any spend money transaction, demonstrating the File Only setup for compliance and audit storage. — Example of a receipt saved in Xero as a file only — stored in the Files section without creating a spend money transaction.

Why it’s useful

Compliance and audits: Keep receipts stored in Xero for audit purposes.
Flexibility: Attach later to a bill, match to a bank feed, or keep as record-only.
Control: Avoid auto-creating transactions with every uploaded receipt.

How to enable in Receipt-AI

Connect Receipt-AI to your Xero account.
Do not enable One-Click Reconciliation.
Leave Line Item in Accounting Software disabled.
Receipts will flow into Xero only as files, without transactions or line items.

Perfect for businesses that want control over how receipts are used, without forcing them into transactions right away.

2. Receipt Linked to a Spend Money Transaction

The next level is when a receipt uploaded through Receipt-AI is not just stored in Xero but also automatically linked to a new Spend Money transaction. This ensures the expense is recorded in your books at the same time the receipt is saved.

How it looks

In Xero, you’ll see a Spend Money transaction (for example, Payee: Uber, Amount: $64.92, Account: Travel) with the receipt file attached. The Reference field is filled with the Receipt-AI Receipt ID (e.g., RA-48291) for traceability.

Xero Spend Money transaction example created by Receipt-AI. The expense is from Uber dated March 24, 2025, with a total of $64.92. The Reference field shows 'Receipt-AI_travel_641', linking back to the original receipt in Receipt-AI. A PDF receipt file titled '2025-03-24_uber_64.92_queenie-peng.pdf' is attached under Related Files. The transaction categorizes the amount under Travel expenses, with a single line item entry for Uber and tax on purchases applied. — Example of a Spend Money transaction in Xero with receipt file attached and Receipt-AI ID in the Reference field.

Why it’s useful

Automation: Each receipt instantly becomes a transaction.
Traceability: Receipt-AI ID ensures every transaction can be tracked.
Audit-ready: Receipts + permanent ID provide compliance proof.
Efficiency: Simplifies reviews, approvals, and reconciliations.

How to enable in Receipt-AI

Connect Receipt-AI to your Xero account.
Turn on One-Click Reconciliation.
Leave Line Item in Accounting Software disabled.
Set up your Chart of Accounts in Receipt-AI for auto-categorization.
Each processed receipt will then create a Spend Money transaction with:
- 📎 Receipt file attached
- 🔗 Receipt-AI ID in Reference field

Best for businesses that want receipts + transactions seamlessly linked, with a built-in audit trail.

3. Receipt Linked to a Spend Money Transaction with Line Item Details (Coming Soon)

For businesses needing detailed breakdowns, Receipt-AI will soon support line item sync into Xero. Instead of one lump-sum, each receipt will be split into expense lines.

How it will look

In Xero, a $64.92 Uber receipt could be broken into:

Distance: $8.92
Time: $20.05
Reserve Premium: $1.00
Base Fare: $15.32
Gratuity: $8.47
Fee: $3.45

The receipt file will still be attached, and the Reference field will include the Receipt-AI ID (e.g., 641).

Xero Spend Money transaction with detailed breakdown of an Uber ride receipt processed by Receipt-AI. The expense dated March 24, 2025, shows Reference 'Receipt-AI_travel_641' linking back to Receipt-AI. A PDF file '2025-03-24_uber_64.92_queenie-peng.pdf' is attached under Related Files. The total is $64.92 categorized under Travel. Line items include Distance $8.92, Time $20.05, Reserve Premium $1.00, Minimum Fare Adjustment $7.71, Base Fare $15.32, Gratitude $8.47, and Fees $3.45. Each item is mapped to Travel account with Tax on Purchases applied. — Preview of upcoming Receipt-AI line item sync feature — splitting one receipt into multiple expense lines in Xero.

Why it’s useful

Accurate accounting: Costs broken down line by line.
AI-powered categorization: Mapped to your Chart of Accounts.
Audit-ready reports: Receipts + Receipt-AI IDs attached.
Insights: See spend breakdown (e.g., tips vs fares).

Status: Line Item Sync Coming Soon 🚀

Not yet available in Xero. Once released, you’ll be able to: Enable Line Item in Accounting Software, push itemized expenses into Xero, and keep traceability via Receipt-AI IDs.