Accounting status
If you connect Xero and complete expense sync setup, TREVY can send eligible expense records to Xero. Accounting status tells you whether an expense has been sent to Xero, whether it is waiting, or whether something needs your attention.
You manage Xero from Integrations. Open Integrations from the Home menu and choose Xero. For setup and mapping, see Connect Xero and Xero mappings and sync.
Where to see an expense's status
Open an expense to see its accounting status at the top of the Details page. The card is only shown when a Xero connection exists. It shows:
- Status in Xero — where the expense is in the sync process.
- File attachment — whether the expense's receipts have been uploaded.
- Last synced — when TREVY last updated the record in Xero.
Tap the card for more detail, including a direct Open in Xero link and Manage Xero integration.
Expense sync states
| Status | Meaning |
|---|---|
| Queued for sync | The expense is waiting to be sent to Xero. |
| Syncing | TREVY is sending the expense to Xero now. |
| Synced | The expense is up to date in Xero. |
| Deleted from Xero | The linked Xero record has been deleted. |
| Needs attention | A sync issue needs your review. |
| Not included in Xero sync | The expense is not set to sync. |
| Status unavailable | TREVY cannot read the current status. |
Receipt attachments have their own state: Queued, Uploading, Attached, Tap to sync, or Not attached.
TREVY checks a queued or syncing expense more often until it settles, so the card updates without you refreshing.
Purchase account and Paid from
TREVY maps each expense to accounts in Xero. The company owner can set these on the expense:
- Purchase account — where the purchase is recorded. Defaults to the expense account chosen in Xero setup.
- Paid from — the account the payment came from. Available once the expense is marked as paid.
If you are not the company owner, you will see the status but cannot change the accounts.
How expenses sync
- An expense first synced as unpaid is sent as a purchase bill.
- An expense first synced as paid is sent as a spend transaction using the Paid from account.
- If an unpaid expense already has a linked bill and is later marked paid, TREVY can record a payment against that bill rather than create a second purchase.
- Receipts are attached to the matching Xero record.
The category, GST treatment, supplier, and accounts you choose all affect the result. Review expenses with a Needs attention or Not included in Xero sync state before relying on your Xero ledger.
Expenses created before setup
Expenses created before Xero syncing was set up are not sent to Xero. Their status reads Not included in Xero sync with an explanation, and the account fields are hidden. Eligible expenses created after setup are queued automatically; successful delivery still depends on the connection, mappings, and accounts.
Resolve sync issues
When an expense sync needs attention, review its issue in TREVY's Xero integration screen.
- On the Xero screen, tap Resolve issues.
- Review the affected record and the reason.
- Choose an action such as Retry, Confirm match, Don't sync this record, or Skip issue.
Expense issues can include a bill, payment, or transaction that changed in Xero, or a purchase account, payment account, or tax rate that is missing or no longer valid. See Resolve Xero issues.
After editing an expense
An expense can be saved in TREVY while its accounting update is still queued. Check the status again after changing amounts, dates, accounts, or payment status. The attachment status is separate from the expense status, so Synced does not by itself confirm that every receipt is attached.
Changes made directly in Xero can require a review before TREVY updates the linked record. Use the issue's explanation rather than repeatedly creating replacement expenses. Marking an expense as paid in TREVY records a payment state; it does not send money from your bank account.
Accounts and GST
TREVY only syncs expenses for Australian organisations using AUD and Australian GST.