Xero Expenses handles simple employee reimbursements - staff pay out of pocket, submit a claim, and wait to be paid back. ProSpend replaces that entire workflow with pre-approved spend controls, virtual corporate cards, purchase order matching, and automated invoice approvals. Employees never need to use their own money, and every transaction is validated against your spend policy before it reaches Xero. For finance teams managing high invoice volumes or complex approval structures, ProSpend adds a complete AP automation and spend management layer that Xero Expenses was never designed to provide. 

 Yes - and this is one of the most significant differences between ProSpend and basic expense sync tools. You raise purchase orders in ProSpend, receive invoices against those POs, and ProSpend matches them automatically before the invoice enters your approval workflow. Xero only ever receives invoices that have been validated against an approved PO. This eliminates duplicate payments, unauthorised spend, and the reconciliation corrections that come with unmatched invoices landing directly in your ledger. 

 Yes. ProSpend is pre-configured with GST on Expenses and GST Free Expenses tax codes, with support for additional custom tax codes where your business requires them. Every transaction is coded correctly before export, so your Xero data is GST-compliant and ready for BAS lodgement without manual correction. 

 ProSpend exports approved transactions to Xero as draft bills, triggered when your accounts payable team releases them after final review in ProSpend. This is a deliberate, controlled sync rather than an automatic push - ensuring only validated, GST-coded, fully approved transactions reach your Xero ledger. For businesses that need data control and audit integrity, this approach is preferable to real-time automatic sync. 

 Yes. Every transaction exported from ProSpend to Xero includes a direct hyperlink back to the full record in ProSpend. From within Xero, your team can click through to view the original receipt or invoice, full transaction details, approval history, and any linked purchase orders - without switching systems or chasing documents. 

 Yes. ProSpend supports multiple Xero files, making it well suited to Australian businesses managing multiple entities, subsidiaries, or cost centres under one finance team. When exporting data, you select which Xero file the transaction posts to - no manual re-keying across ledgers. 

 Yes. ProSpend exports all bills to Xero as drafts, so your team retains the ability to make final edits before approving them in Xero. All claims are reviewed and released by your accounts payable team in ProSpend first - meaning Xero receives data that has already passed through your approval workflow and spend policy controls. 

 ProSpend has a standard Xero integration built in - no additional setup is required from your team or any third party. The connection is authorised via OAuth in a few clicks, and your chart of accounts, tracking categories, and tax codes import automatically from Xero. Most businesses are live within an hour of connecting. 

 Yes. Credit card transactions are pushed through to Xero as bills, which can then be reconciled against your bank feed. ProSpend also supports corporate card feeds and virtual card transactions, giving your finance team a single workflow for all card spend before it reaches Xero. 

 Yes. You can configure multiple categories in ProSpend and select which Xero file data posts to at the point of export. This is particularly useful for Australian businesses with subsidiary structures or separate entities operating under one finance function.