🌐 Web | 👤 Admin with Integrations, Tax rates, Cost objects, Expense categories permissions, HR user
The Yokoy integration is responsible for all data flow to/from Xero.
Since the integration is configured at company level in Yokoy, you must be a Xero Administrator with permissions to read and/or write at least these objects in Xero:
Read access | Write access |
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🚧 Caution
Only one Xero tenant can be linked to a Yokoy organization.
Setting up Yokoy
While expense categories and cost objects can be created automatically from Xero Tracking Categories and Accounts using a synchronization job, users and company cards (if applicable) need to be set up manually first.
Once you have set up the Integration connection in Admin > Integrations, an initial synchronization job is run overnight to create categories, cost objects, and tax rates in Yokoy. After this, a synchronization job is run daily to check for any changes.
To set up the Xero integration for Yokoy:
Create users
The Xero integration cannot manually create new users in Yokoy. Therefore, you need to manually set up users in Yokoy (HR > User management).
You don’t need to enter the first name or last name as this data can be synchronized. However, you do need to configure email address, line managers, approval limits, default cost objects, etc.
🚧 Caution
The email address used in Yokoy must be identical to that used in the Xero contact. Otherwise, the integration is unable to synchronize the data.
Configure the integration
To perform the initial synchronization of tracking categories, accounts, and tax rates, you need to set up the Xero integration, providing the necessary credentials to link Yokoy to Xero.
Once this is done, an initial synchronization job is run overnight to create cost objects, categories, and tax rates in Perk.
💡 Tip
Xero Bank Accounts are imported as expense categories and are visible by default in the expense for everyone. If you want to hide them, you need to activate Not visible for employees setting in the category.
✏️ Note
Only Accounts with Show in Expense Claims are imported into Perk.
The integration set up also configures the export for privately paid expenses. You can set up the configuration for exporting company card transactions (if used), and travel expenses by selecting Xero with existing configuration instead of Xero, as this uses the existing authentication process.
Steps to set up the integration:
Go to Admin > Integrations, Expense export.
Select the Yokoy company to be linked to Xero in Company.
In Expenses ERP system, select Xero and click Connect to Xero.
You see a dialog window that indicates that you must be an Administrator in Xero. Click Next.
A dialog window provides details on the permissions required for the integration. Click Next.
Next you are asked to log into Xero. Click Login to open a new window.
Enter your Xero credentials: email address and password. You may or may not need to enter an authentication code, depending on whether you have set up 2FA in Xero.
You’ll be asked to provide permission to access certain data in Xero. Click Allow access.
Click Finish setup.
Company card transaction setup
Scroll down to Card transaction export and select Xero with existing configuration and click Update ERP.
Since you have already authorized and configured the Yokoy integration for privately paid expenses, no further configuration is required.
Travel expense setup
Scroll down to Travel expense export and select Xero with existing configuration and click Update ERP.
Since you have already authorized and configured the Yokoy integration for privately paid expenses, no further configuration is required.
Expense receipts and supporting documents
The Xero integration allows you to send receipts, all documents (receipts and supporting documents), or no documents to Xero. To configure this, in Admin > Integrations, Expense export, select the corresponding option in Document sending option.
💡 Tip
You can also track additional information provided as part of the expense by enabling Export attachments (Admin > Company settings, Data export settings) to export these documents as a ZIP file that can be accessed from the export log.