How to Export Mileage to Xero

Step 1: Connect your Xero account

Go to the Integrations page in MileageCalendar and click Connect next to Xero. You will be redirected to Xero to authorise the connection using OAuth — a secure, official authentication method.

Once connected, MileageCalendar can create journal entries in your Xero account. Your Xero credentials are never stored — we only hold an encrypted access token that you can revoke at any time.

Step 2: Map your accounts

Before exporting, you need to tell MileageCalendar which Xero accounts to use. Choose an expense account (where the debit goes) and a contra account (where the credit goes).

For mileage claims, the expense account is usually something like "Motor Expenses" or "Travel Costs". The contra account is usually your director loan account or a payable account.

You only need to do this once — MileageCalendar remembers your mapping for all future exports.

Step 3: Export mileage claims

Go to your Mileage page, select the journeys you want to export, and click the Xero button. MileageCalendar creates a journal entry in Xero with the correct date, amount and account mapping.

Each export has a unique reference number, so you can easily match it in Xero and avoid posting the same claim twice.

• Select the journeys you want to export
• Click the Xero export button
• Review the journal entry in Xero
• The export reference prevents duplicates

Troubleshooting common issues

If your export fails, the most common cause is an expired Xero connection. Simply reconnect from the Integrations page and try again.

If the accounts are wrong, you can change the mapping at any time. Previous exports are not affected — only future ones use the new mapping.