Before You Start

This guide assumes you have an active Xero account and access to its settings. Familiarity with email forwarding is a plus.

Overview

15 min
Setup Time
Basic
Difficulty
Minimal
Maintenance

What You’ll Learn

  • How to find and set up your unique Xero Files Inbox email
  • Configuring email forwarding for automated receipt capture
  • Utilizing the Xero mobile app for on-the-go receipt scanning
  • Best practices for organizing and linking files to transactions

1. Preparation Steps

Before setting up, ensure you have:

Required Access/Features

  • Access to your Xero organization with standard or adviser user roles.
  • Ability to access and modify settings in your email provider (e.g., Gmail, Outlook).
  • A working smartphone for the Xero mobile app.

Optional (but recommended)

  • A dedicated email alias for receipts (e.g., [email protected]).
  • Familiarity with creating email filters or rules.

2. Understanding the Xero Files Inbox

You have primary methods to get files into Xero, each with distinct advantages.

Method A: Email Forwarding to Files Inbox

This method leverages a unique email address provided by Xero.

Pros:
  • Automated and hands-off once set up.
  • Allows multiple vendors/employees to send files.
  • Great for digital invoices and statements.
Cons:
  • Requires initial email rule setup.
  • Files must be email attachments.
  • Less ideal for physical receipts.

Method B: Xero Mobile App & Manual Upload

These methods involve direct interaction with the Xero platform.

Expert Tip: For a truly paperless and efficient workflow, combine both methods. Set up email forwarding for recurring digital documents, and use the mobile app for immediate capture of physical receipts on the go. This covers all bases.

3. Finding Your Xero Files Inbox Email

Every Xero organization has a unique email address for its Files Inbox. This is where all your automated documents will land.

Accessing the Files Inbox email is your first step towards automation.

{
  "email_address_format": "[email protected]",
  "location_in_xero": "Go to 'Files' > 'Files Inbox', email is shown at the top-right."
}

4. Setting Up Email Forwarding

  1. 1

    Locate Your Files Inbox Email

    In Xero, navigate to ‘Files’ then ‘Files Inbox’. Your unique email address will be displayed at the top right of the screen. Copy this address.

  2. 2

    Configure Email Forwarding Rules

    Go to your email provider (e.g., Gmail, Outlook) and set up a forwarding rule. For example, any email from “[email protected]” or with “invoice” in the subject line can be automatically forwarded to your Xero Files Inbox email.

  3. 3

    Test Your Setup

    Send a test email with an attachment to the email address you set up for forwarding. Then, check your Xero Files Inbox to confirm the document appears correctly.

Common Error: Incorrect Attachment Handling

Ensure your email forwarding rules are set to include attachments, not just the email body. Xero primarily processes attached files, ignoring inline images or text-only emails for the Files Inbox.

5. Integrating Mobile App Scanning

Mobile App Workflow Checklist

  • Download and install the Xero Accounting app on your smartphone.
  • Log in with your Xero credentials to access your organization.
  • Navigate to the ‘Files’ tab or section within the app.
  • Use the camera icon to scan a physical receipt or choose from your device’s gallery.
  • Verify the scanned document appears in your Xero Files Inbox within the app and desktop version.

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