Once Budgetly is connected to Xero, you can sync settled transactions on a regular basis. Only transactions that are settled and have a category can be synced.
Before you sync
| Requirement | What to do |
|---|---|
| Transactions must be settled | The merchant and card network must have reconciled the payment — the status changes to Settled once complete |
| Category required | On the Sync tab, click the Missing categories count to open those transactions and assign categories |
| Receipts (optional) | Click the Missing receipts count to review them, or click Receipts not required to clear receipts that aren’t needed |
Tip: If you sync a transaction without a receipt and upload it later, the receipt will transfer to Xero on your next sync.
How to sync
- Click Settings in the sidebar, then select Xero.
- On the Sync tab, review the summary — it shows Missing categories, Missing receipts, and Ready to sync. Click any count to open those transactions.
- Click Sync transactions to transfer eligible transactions to Xero.
Receipts are attached to the Xero bank transactions automatically. The sync may take a moment — results appear in the Recent action logs below.
Note: Once a period is locked in Xero, new transactions cannot be synced into it.
What transactions look like in Xero
Each synced transaction includes a detailed description:
- Merchant name
- Budget name
- User’s full name and masked card number
- Notes (if any)
Receipts appear as attachments on the transaction in Xero.
Reconciling in Xero
If transactions sync as unreconciled, you can reconcile them by:
- Marking individual transactions as reconciled in Xero
- Downloading a CSV for Xero statement from Budgetly (Statements > Download > CSV for Xero) and importing it into Xero
Common questions
Can I sync transactions without receipts?
Yes. Receipts are optional for syncing. If you upload a receipt later, it transfers on the next sync.
What happens if I edit a transaction after syncing?
Changes made in Budgetly after sync are not pushed to Xero. Edit transactions before syncing for the most accurate data.
Can I undo a sync?
No. Once synced, transactions are in Xero permanently. You can delete them manually in Xero if needed.