Workflow · Reconcile · Opening soon

Match Expensify reports to Xero

Compare approved Expensify expenses with Xero bills in one sheet. See which rows agree and which ones need review.

Someone typed

“match every approved expensify expense to our xero bills and show all rows, with Status saying "Agrees" when it shows up there, else a short reason for the ones to check”

The agent read it as

match every approved Expensify approved expenses export expense to our Xero bills export and show all rows, with Status saying "Agrees" when it shows up there, else a short reason for the ones to check

What the agent built

4 steps, each one an ordinary Mammoth step you can open and change.

File

Expensify approved expenses export

CSV export · 20 rows

File

Xero bills export

CSV export · 21 rows

Step

Key bill references

Step 1

Step

Key expense IDs

Step 2

Join

Bring over bills

20 of 20 paired

Step

Set match status

Step 4

Result

Expense bill matches

21 rows · 1 flagged

Schedule

Runs when you say

Proposed

File
Expensify approved expenses export
CSV export · 20 rows
File
Xero bills export
CSV export · 21 rows
Step
Key expense IDs
Step 2
Step
Key bill references
Step 1
Join
Bring over bills
20 of 20 paired
Step
Set match status
Step 4
Result
Expense bill matches
21 rows · 1 flagged
Schedule
Runs when you say
Proposed

Checked on the sample files: every step ran, 21 rows came out, and the join paired 20 of 20 rows.

Download Expensify approved expenses export sample (20 rows)Expensify: Reports > Export > Approved expenses CSV
Download Xero bills export sample (21 rows)Xero: Business > Bills to pay > Export > CSV

What you get back

The result of that run, the rows to look at first.

Expense bill matchesSample data21 rows

20 agrees1 amount differs

Expense ID	Expense date	Merchant	Expense amount	Bill number	Bill contact	Bill date	Bill line amount	Bill total	Status
ex_100263	2026-10-27	Greenline Fuel	36.25	BILL-10500	Greenline Fuel	2026-10-27	34.25	34.25	Amount differs
ex_100245	2026-09-04	Bluebird Coffee	18.40	BILL-10481	Bluebird Coffee	2026-09-04	18.40	18.40	Agrees
ex_100246	2026-09-08	Northstar Transit	42.75	BILL-10482	Northstar Transit	2026-09-08	42.75	42.75	Agrees
ex_100247	2026-09-11	Harbor Park Parking	16	BILL-10483	Harbor Park Parking	2026-09-11	16	16	Agrees
ex_100248	2026-09-15	Papertrail Office Supply	128.90	BILL-10484	Papertrail Office Supply	2026-09-15	128.90	128.90	Agrees
ex_100249	2026-09-18	Peakline Hotel	412.60	BILL-10485	Peakline Hotel	2026-09-18	412.60	412.60	Agrees
ex_100250	2026-09-23	Spark Electric Rentals	265	BILL-10486	Spark Electric Rentals	2026-09-23	265	265	Agrees
ex_100251	2026-09-26	Bluebird Coffee	24.15	BILL-10487	Bluebird Coffee	2026-09-26	24.15	24.15	Agrees
ex_100252	2026-09-30	Summit Stationery	63.20	BILL-10488	Summit Stationery	2026-09-30	63.20	63.20	Agrees
ex_100253	2026-10-03	CloudNine Printing	389	BILL-10489	CloudNine Printing	2026-10-03	389	389	Agrees
ex_100254	2026-10-07	Northstar Transit	58.90	BILL-10490	Northstar Transit	2026-10-07	58.90	58.90	Agrees
ex_100255	2026-10-09	Greenline Fuel	74.30	BILL-10491	Greenline Fuel	2026-10-09	74.30	74.30	Agrees

21 rows in the result · 12 shown, problems first. Sample data: illustrative figures, not business results.

How do you check every approved Expensify expense made it into Xero bills?

Export approved expenses from Expensify and bills from Xero, then load both files into Mammoth. It matches the rows by the references you key and shows a status for each expense, so you can see what agrees and what needs review.

How it works

How to use the Expense bill matches workflow

1Get early accessWe invite people in small batches, job by job. You'll land on this workflow, already built and checked on the sample files.
2Swap in your exportsUpload your own files as they come out of your tools. The agent checks the workflow on your rows.
3Change it in words, then turn it onSay what to change and see the new result before anything saves. Then choose when it runs.

Expense bill matches: questions

Which export files should you use?

Use the approved expenses export from Expensify and the bills export from Xero. Those files give you the rows the workflow compares.

What happens to rows that do not match?

Rows that do not match stay in the result with a status that shows why they need attention, such as a missing bill or a difference in the values being checked.

How do you change the matching rules?

You change the rules by editing the words that define how rows are keyed and compared. For example, you can change which fields are used to match records and which fields are used to check the result.