• Sign into your Centtrip account and click Manage Expenses. Then choose INTEGRATIONS.
• Select Xero as your accounting package, press Next, then Connect Now.

• A new window will open - sign into your Xero account and select the Xero organisation you wish to connect your Centtrip account to.
• Scroll down to Allow access. The Xero window will close, and your Xero and Centtrip accounts will now be connected.

• Finally, within the Integrations screen of your Centtrip account, select the Xero organisation where you would like transaction data to be synced to, and click Continue.

Depending on your requirements, choose your preferred feed Type. This will affect the type of data that is synced:

1. From the INTEGRATIONS screen, click Create a New Feed.
2. Select the first card or account you wish to connect, followed by the card/account currency.
3. Select a Xero account for the data to be synced to, or create a new one. This account name must be unique for each individual feed. For example: Captain EUR Card - Yacht A.
4. Choose 'Expenses' as your feed Type and then press the yellow +Add button to save.

6. Continue to add any other cards and/or currencies in the same way. Note, you will need to set up an individual feed for each currency you wish to be mapped. Once complete, click Next.

7. Choose either a past or future date to transfer records from. Select Create Feed to finish. (Note - feeds may take a few moments to process)

1. From the Integrations screen, click Create your first feed or Create a New Feed.
2. Select the first card or account you wish to connect, followed by the card/account currency.
3. Select a Xero account for the data to be synced to, or create a new one. This account name must be unique for each individual feed. For example: Captain EUR Card - Yacht A
4. Choose 'Statements' as your feed Type and press the yellow +Add button to save the feed.

2. Continue to add any other cards and/or currencies in the same way. Note, you will need to set up an individual feed for each currency you wish to be mapped. Once complete, click Next.

7. Choose either a past or future date to transfer records from and then Create Feed to finish. (Note - feeds may take a few moments to process)
8. Once set up, transactions will be sent to your Xero account on a daily basis.
    

Visit your ‘Expenses’ dashboard and use the checkboxes in the left-hand column to indicate which expenses you wish to transfer to Xero.

• A checkbox will only appear once the payment has been cleared.
• If an expense has an unselected checkbox, you can select it to mark that the expense is ready to go to Xero.
• When a checkbox is selected but disabled, the expense has already been sent to Xero.
• Selected expenses will be transferred to Xero at the next synchronisation (which usually happens overnight).

If you prefer, it is also possible to set up the integration so that expenses will be selected for transfer automatically when the following conditions are met -

• Payment is cleared.
• At least one corporate label has been assigned.
• At least one receipt has been added.

To activate automatic transfer:

1. Visit the ‘Integrations’ screen.
2. Click the ‘Options’ button in the top-right.
3. Under ‘Selecting expenses’ select ‘Automatic’.

There is also a ‘Synchronise Now’ button here if you don’t want to wait until the next scheduled synchronisation for the expenses be transferred to Xero.

1. Sign into your Centtrip account and Manage Expenses then INTEGRATIONS from the left-hand menu.
2. The Xero organisation that has been connected to your Centtrip account will be displayed in the top right of the screen.
3. Select Change if you wish to disconnect this organisation and select another.

IMPORTANT - do not click 'Disconnect' unless you wish to disconnect ALL of your Centtrip accounts from the current Xero Organisation.

POSSIBLE CAUSES AND HOW TO FIX THEM.

Statement Feeds Have Been Set Up Instead of Expenses Feeds

In Centtrip, Statement feeds transfer Bank Statements into Xero. If you want receipts to be included with your data transfers (i.e. Account Transactions in Xero), the feed must be set up as an Expenses feed instead.

How to fix it:

• Create a new feed in Centtrip and select Expenses as the feed type.

Currency mismatch between Centtrip and Xero

The currency of your Centtrip feed must match the currency of the Xero account you're trying to send data to.

How to fix it:

• Check the currency of your feed in Centtrip, and the currency of the Xero account you wish to transfer data to.
• If they don’t match, create a new feed in Centtrip and select a Xero account with the same currency.
• If you need to create a new Xero account, you can do this within Centtrip whilst creating the new feed — this will automatically create the account for you in Xero.

Note - Xero only permits one currency per account.

The selected Xero account is archived or deleted

If your Centtrip feed is linked to an archived or deleted Xero account, Xero will not allow data to be transferred. If a Xero account is archived or deleted after a feed is set up, the feed will still exist in Centtrip, but it will no longer be able to transfer data.

How to fix it:

• Check if the linked Xero account is archived or deleted.
  • If archived: either restore the account in Xero or create a new feed in Centtrip and choose a different Xero account.
  • If deleted: deleted accounts cannot be restored - you will need to create a new feed in Centtrip and select a different Xero account.

Lock Dates in Xero Are Preventing Data Feed Updates

Xero allows users to set "lock dates" to prevent changes to transactions in finalised accounting periods. If a lock date is set, transactions dated on or before that date cannot be added or modified, which can interfere with data feeds.

How to fix it:

• Remove or edit the lock date in Xero (requires Adviser user role) - more information here.

Xero Connection Needs to Be Reauthenticated in Centtrip

Reauthentication is required when the user who originally set up the Xero integration leaves the organisation or their role changes. Whilst the Xero integration is corporate-wide, the authentication is tied to a single user account — the one that initially authorised the connection.

If that user is no longer active, the connection will pause. Don’t worry—your data feeds are still in place and won’t need to be reconfigured, but they will remain paused until reauthentication is completed.

How to fix it:

1. Visit the INTEGRATIONS in Centtrip, and click Reconnect to reauthenticate using an active Xero user account.

2. Click on each feed and then Resume. Note - this can take several minutes.

1. Sign into your Centtrip account and visit INTEGRATIONS from the left-hand menu.
2. Select Xero as your accounting package, press Next, then Connect Now.

3. A new window will open - sign into your Xero account and select the Xero organisation you wish to connect your Centtrip account to.
4. Scroll down to Allow access. The Xero window will close, and your Xero and Centtrip accounts will now be connected.

5. Finally, within the Integrations screen of your Centtrip account, select the Xero organisation where you would like transaction data to be synced to, and click Continue.

If you want expenses to assigned to the right accounts in Xero, we recommend importing Xero’s Chart of Accounts automatically into Centtrip as a set of ‘Corporate Labels’ to use for categorising expenses.

1. Sign into Centtrip and open LABELS & PROJECTS from the left-hand menu. Then Import from Xero.
2. Follow the steps to confirm which Xero accounts you wish to import as labels.
3. Once imported, they will all be within a new group called Xero Expenses. Click the edit icon if you want to rename this.

TIPS -

• You may want to import your Xero labels in separate batches (by repeating steps 1-3), so that they are in meaningful groups within your Centtrip account.
• Once your chart of accounts has been imported and organised as required, you can attach them to transactions within your Centtrip Expenses dashboard.
• Switch the SHOW IN APP toggle to the on position to enable cardholders to attach these labels to their expenses within the app.

Depending on your requirements, choose your preferred feed Type. This will affect the type of data that is synced:

1. From the INTEGRATIONS screen, click Create a New Feed.
2. Select the first card or account you wish to connect, followed by the card/account currency.
3. Select a Xero account for the data to be synced to, or create a new one. This account name must be unique for each individual feed. For example: Captain EUR Card - Yacht A.
4. Choose 'Expenses' as your feed Type and then press the yellow +Add button to save.

6. Continue to add any other cards and/or currencies in the same way. Note, you will need to set up an individual feed for each currency you wish to be mapped. Once complete, click Next.

7. Choose either a past or future date to transfer records from. Select Create Feed to finish. (Note - feeds may take a few moments to process)

1. From the Integrations screen, click Create your first feed or Create a New Feed.
2. Select the first card or account you wish to connect, followed by the card/account currency.
3. Select a Xero account for the data to be synced to, or create a new one. This account name must be unique for each individual feed. For example: Captain EUR Card - Yacht A
4. Choose 'Statements' as your feed Type and press the yellow +Add button to save the feed.

2. Continue to add any other cards and/or currencies in the same way. Note, you will need to set up an individual feed for each currency you wish to be mapped. Once complete, click Next.

7. Choose either a past or future date to transfer records from and then Create Feed to finish. (Note - feeds may take a few moments to process)
8. Once set up, transactions will be sent to your Xero account on a daily basis.
    

Visit your ‘Expenses’ dashboard and use the checkboxes in the left-hand column to indicate which expenses you wish to transfer to Xero.

• A checkbox will only appear once the payment has been cleared.
• If an expense has an unselected checkbox, you can select it to mark that the expense is ready to go to Xero.
• When a checkbox is selected but disabled, the expense has already been sent to Xero.
• Selected expenses will be transferred to Xero at the next synchronisation (which usually happens overnight).

If you prefer, it is also possible to set up the integration so that expenses will be selected for transfer automatically when the following conditions are met -

• Payment is cleared.
• At least one corporate label has been assigned.
• At least one receipt has been added.

To activate automatic transfer:

1. Visit the ‘Integrations’ screen.
2. Click the ‘Options’ button in the top-right.
3. Under ‘Selecting expenses’ select ‘Automatic’.

There is also a ‘Synchronise Now’ button here if you don’t want to wait until the next scheduled synchronisation for the expenses be transferred to Xero.

1. Sign into your Centtrip account and visit INTEGRATIONS from the left-hand menu.
2. The Xero organisation that has been connected to your Centtrip account will be displayed in the top right of the screen.
3. Select Change if you wish to disconnect this organisation and select another.

IMPORTANT - do not click 'Disconnect' unless you wish to disconnect ALL of your Centtrip accounts from the current Xero Organisation.

POSSIBLE CAUSES AND HOW TO FIX THEM.

Statement Feeds Have Been Set Up Instead of Expenses Feeds

In Centtrip, Statement feeds transfer Bank Statements into Xero. If you want receipts to be included with your data transfers (i.e. Account Transactions in Xero), the feed must be set up as an Expenses feed instead.

How to fix it:

• Create a new feed in Centtrip and select Expenses as the feed type.

Currency mismatch between Centtrip and Xero

The currency of your Centtrip feed must match the currency of the Xero account you're trying to send data to.

How to fix it:

• Check the currency of your feed in Centtrip, and the currency of the Xero account you wish to transfer data to.
• If they don’t match, create a new feed in Centtrip and select a Xero account with the same currency.
• If you need to create a new Xero account, you can do this within Centtrip whilst creating the new feed — this will automatically create the account for you in Xero.

Note - Xero only permits one currency per account.

The selected Xero account is archived or deleted

If your Centtrip feed is linked to an archived or deleted Xero account, Xero will not allow data to be transferred. If a Xero account is archived or deleted after a feed is set up, the feed will still exist in Centtrip, but it will no longer be able to transfer data.

How to fix it:

• Check if the linked Xero account is archived or deleted.
  • If archived: either restore the account in Xero or create a new feed in Centtrip and choose a different Xero account.
  • If deleted: deleted accounts cannot be restored - you will need to create a new feed in Centtrip and select a different Xero account.

Lock Dates in Xero Are Preventing Data Feed Updates

Xero allows users to set "lock dates" to prevent changes to transactions in finalised accounting periods. If a lock date is set, transactions dated on or before that date cannot be added or modified, which can interfere with data feeds.

How to fix it:

• Remove or edit the lock date in Xero (requires Adviser user role) - more information here.

Xero Connection Needs to Be Reauthenticated in Centtrip

Reauthentication is required when the user who originally set up the Xero integration leaves the organisation or their role changes. Whilst the Xero integration is corporate-wide, the authentication is tied to a single user account — the one that initially authorised the connection.

If that user is no longer active, the connection will pause. Don’t worry—your data feeds are still in place and won’t need to be reconfigured, but they will remain paused until reauthentication is completed.

How to fix it:

1. Visit the INTEGRATIONS in Centtrip, and click Reconnect to reauthenticate using an active Xero user account.

2. Click on each feed and then Resume. Note - this can take several minutes.

• Sign into your Centtrip account and visit Manage Expenses, then INTEGRATIONS from the left-hand menu.
• Select QuickBooks and follow the on-screen instructions to sign in and connect

• Click the create your first feed button.
• Select the first card or account you wish to connect, followed by the card/account currency.
• Select a QuickBooks account for the data to be synced to, or create a new one. This must be unique for each individual feed.
• For card feeds, choose 'Expenses' as your feed Type, and Account balance for account balance feeds. Press the yellow +Add button to save.

• Repeat these steps for each card/account and currency you wish to sync.
• Once complete, click Next.
• Choose either a past or future date to transfer records from.
• Select Create Feed to finish. (Note - feeds may take a few moments to process)

Visit your ‘Expenses’ dashboard and use the checkboxes in the left-hand column to indicate which expenses you wish to transfer to QuickBooks.

• A checkbox will only appear once the payment has been cleared.
• If an expense has an unselected checkbox, you can select it to mark that the expense is ready to go to QuickBooks.
• When a checkbox is selected but disabled, the expense has already been sent to QuickBooks.
• Selected expenses will be transferred to QuickBooks at the next synchronisation (which usually happens overnight).

If you prefer, you can also set up the integration so that expenses will be selected for transfer automatically when the following conditions are met -

• Payment is cleared.
• At least one corporate label has been assigned.
• At least one receipt has been added.

To activate automatic transfer:

1. Visit the ‘Integrations’ screen.
2. Click the ‘Options’ button in the top-right.
3. Under ‘Selecting expenses’ select ‘Automatic’.

There is also a ‘Synchronise Now’ button here if you don’t want to wait until the next scheduled synchronisation for the expenses be transferred to QuickBooks.

Before starting the expense transfer, you may want to ensure they will be assigned to the right account in QuickBooks. To do this, you can import QuickBooks’ Chart of Accounts automatically into Centtrip as a set of ‘Corporate Labels’ to use for categorising expenses.

1. Sign into your Centtrip account and visit Manage Expenses, then LABELS from the left-hand menu and, Import from QuickBooks.
2. Follow the steps to confirm which QuickBooks accounts you wish to import as labels.
3. Once imported, they will all be within a new group called QuickBooks Expenses. Click the edit icon if you want to rename this.

TIPS -

• You may want to import your QuickBooks labels in separate batches (by repeating steps 1-3), so that they are in meaningful groups within your Centtrip account.
• Once your chart of accounts has been imported and organised as required, you can attach them to transactions within your Centtrip Expenses dashboard.
• Switch the SHOW IN APP toggle to the on position to enable cardholders to attach these labels to their expenses within the app.

Import statements into QuickBooks

1. Visit STATEMENTS from the left-hand menu.
2. Export the relevant account statement.
3. Then, import this file into QuickBooks.

POSSIBLE CAUSES AND HOW TO FIX THEM.

The accounting period has been closed in QuickBooks

Your company’s accounting period may have been manually or automatically closed in QuickBooks. Once books are closed, QuickBooks doesn’t allow updates or changes to transactions in that period through your integration. This means any expenses dated within that closed period can’t be transferred automatically from Centtrip.

What you can do:

• Log in to QuickBooks Online and make the necessary changes directly there.
• If needed, check your QuickBooks settings to see when periods are being closed.
• Speak with your accountant or QuickBooks admin before reopening or adjusting closed periods.

The connection needs to be reauthenticated

Reauthentication is required when the user who originally set up the integration leaves the organisation or their role changes. Whilst the integration is corporate-wide, authentication is tied to a single user account — the one that initially authorised the connection.

If that user is no longer active, the connection will pause. Don’t worry—your data feeds are still in place and won’t need to be reconfigured, but they will remain paused until reauthentication is completed.

How to fix it:

1. Visit the INTEGRATIONS in Centtrip, and click Reconnect to reauthenticate using an active QuickBooks user account.
   
2. Click on each feed and then Resume. Note - this can take several minutes.
   

Expenses have not been selected for transfer

If your integration is not configured to transfer expenses to QuickBooks automatically, you’ll need to manually choose which expenses to transfer in your Centtrip account.

Expenses do not meet automatic transfer conditions

If your integration is set up to transfer expenses to QuickBooks automatically but you still don’t see your data in QuickBooks, it may be because one or more prerequisite requirements for transfer have not been met:

• Payment is cleared.
• At least one corporate label has been assigned.
• At least one receipt has been added.

• Sign into your Centtrip account and visit INTEGRATIONS from the left-hand menu.
• Select QuickBooks and follow the on-screen instructions to sign in and connect

• Click the create your first feed button.
• Select the first card or account you wish to connect, followed by the card/account currency.
• Select a QuickBooks account for the data to be synced to, or create a new one. This must be unique for each individual feed.
• For card feeds, choose 'Expenses' as your feed Type, and Account balance for account balance feeds. Press the yellow +Add button to save.

• Repeat these steps for each card/account and currency you wish to sync.
• Once complete, click Next.
• Choose either a past or future date to transfer records from.
• Select Create Feed to finish. (Note - feeds may take a few moments to process)

Visit your ‘Expenses’ dashboard and use the checkboxes in the left-hand column to indicate which expenses you wish to transfer to QuickBooks.

• A checkbox will only appear once the payment has been cleared.
• If an expense has an unselected checkbox, you can select it to mark that the expense is ready to go to QuickBooks.
• When a checkbox is selected but disabled, the expense has already been sent to QuickBooks.
• Selected expenses will be transferred to QuickBooks at the next synchronisation (which usually happens overnight).

If you prefer, you can also set up the integration so that expenses will be selected for transfer automatically when the following conditions are met -

• Payment is cleared.
• At least one corporate label has been assigned.
• At least one receipt has been added.

To activate automatic transfer:

1. Visit the ‘Integrations’ screen.
2. Click the ‘Options’ button in the top-right.
3. Under ‘Selecting expenses’ select ‘Automatic’.

There is also a ‘Synchronise Now’ button here if you don’t want to wait until the next scheduled synchronisation for the expenses be transferred to QuickBooks.

Before starting the expense transfer, you may want to ensure they will be assigned to the right account in QuickBooks. To do this, you can import QuickBooks’ Chart of Accounts automatically into Centtrip as a set of ‘Corporate Labels’ to use for categorising expenses.

1. Sign into your Centtrip account and visit LABELS & PROJECTS from the left-hand menu and, Import from QuickBooks.
2. Follow the steps to confirm which QuickBooks accounts you wish to import as labels.
3. Once imported, they will all be within a new group called QuickBooks Expenses. Click the edit icon if you want to rename this.

TIPS -

• You may want to import your QuickBooks labels in separate batches (by repeating steps 1-3), so that they are in meaningful groups within your Centtrip account.
• Once your chart of accounts has been imported and organised as required, you can attach them to transactions within your Centtrip Expenses dashboard.
• Switch the SHOW IN APP toggle to the on position to enable cardholders to attach these labels to their expenses within the app.

Import statements into QuickBooks

1. Visit STATEMENTS from the left-hand menu.
2. Export the relevant account statement.
3. Then, import this file into QuickBooks.

POSSIBLE CAUSES AND HOW TO FIX THEM.

The accounting period has been closed in QuickBooks

Your company’s accounting period may have been manually or automatically closed in QuickBooks. Once books are closed, QuickBooks doesn’t allow updates or changes to transactions in that period through your integration. This means any expenses dated within that closed period can’t be transferred automatically from Centtrip.

What you can do:

• Log in to QuickBooks Online and make the necessary changes directly there.
• If needed, check your QuickBooks settings to see when periods are being closed.
• Speak with your accountant or QuickBooks admin before reopening or adjusting closed periods.

The connection needs to be reauthenticated

Reauthentication is required when the user who originally set up the integration leaves the organisation or their role changes. Whilst the integration is corporate-wide, authentication is tied to a single user account — the one that initially authorised the connection.

If that user is no longer active, the connection will pause. Don’t worry—your data feeds are still in place and won’t need to be reconfigured, but they will remain paused until reauthentication is completed.

How to fix it:

1. Visit the INTEGRATIONS in Centtrip, and click Reconnect to reauthenticate using an active QuickBooks user account.
   
2. Click on each feed and then Resume. Note - this can take several minutes.
   

Expenses have not been selected for transfer

If your integration is not configured to transfer expenses to QuickBooks automatically, you’ll need to manually choose which expenses to transfer in your Centtrip account.

Expenses do not meet automatic transfer conditions

If your integration is set up to transfer expenses to QuickBooks automatically but you still don’t see your data in QuickBooks, it may be because one or more prerequisite requirements for transfer have not been met:

• Payment is cleared.
• At least one corporate label has been assigned.
• At least one receipt has been added.