Overview
ProcurementExpress for Xero
Stop chasing approvals. Control spend before it hits Xero.
ProcurementExpress is the purchase order and spend control platform that gives Xero users complete visibility over company spending — before the money goes out the door. Approve POs from your phone, enforce budgets in real time, and watch every approved purchase flow straight into Xero as a bill or PO. No more surprise invoices. No more month-end surprises. No more double data entry.
Trusted by 700+ organisations — from fast-growing SMBs and construction firms to nonprofits, schools, and humanitarian agencies including UNICEF and Boys and Girls Clubs.
How the Xero integration works
Connect via OAuth in under a minute. From then on:
- Suppliers sync both ways — one source of truth, no duplicates
- Chart of accounts mirrored live — no recoding needed
- Tax rates and tracking categories pulled in automatically — VAT, GST, departments, projects, cost centres
- Approved POs flow into Xero as draft bills, awaiting-payment bills, or purchase orders — you choose
- Multi-currency — GBP, EUR, USD, AUD, NZD, ZAR and more, with FX handled automatically
- Multi-entity — run several Xero organisations from one ProcurementExpress login
What you get on top of Xero
- Smart approval workflows — multi-step chains by amount, department, or supplier; one-click approval from email or mobile
- Real-time budget enforcement — block or flag overruns before they happen, by department, project, or Xero tracking category
- Chrome extension — raise a PO from Amazon or any online store in seconds
- OCR invoice capture — scan or email invoices and auto-match to the original PO
- Full audit trail — every action timestamped and exportable
- Mobile app (iOS & Android) — approve from anywhere
- RFQ module — collect quotes from multiple suppliers and convert the winner to a PO in one click
Who it's for
Finance teams who've outgrown email approvals and spreadsheet budgets but don't want enterprise-ERP cost or complexity. Especially loved by construction, nonprofits, schools, multi-site retail, and professional services firms running on Xero.
What customers say
"We have not overrun budget since adopting ProcurementExpress. We've eliminated forms requiring physical signatures and streamlined the approval process." — Miguel F., CFO, Retail
"Takes 15 minutes to set up a $50m+ project and have your team up and running." — Stefan I., Project Manager, Construction
Pricing & support
Flat monthly plans with unlimited approvers — no per-seat penalties. Live chat, email, and phone support included. Onboarding led by a real human, with most teams live within a week.
Start your free trial and connect to Xero in under 15 minutes.
ProcurementExpress.com + Xero
Connect ProcurementExpress to your Xero organisation in under a minute using the official "Sign in with Xero" OAuth flow. Once connected, the integration does four things on your behalf:
- Imports your Xero data so requesters can build accurate POs. ProcurementExpress pulls your Xero contacts (suppliers), tracking categories, chart of accounts, and tax rates into the PO creation form. When an employee raises a purchase order, they pick from the same lists your accountant already maintains in Xero — no more "Acme Ltd" vs "ACME Limited" duplicates, no more guessed VAT codes.
- Pushes approved POs into Xero as draft purchase orders. As soon as a PO clears your custom approval workflow in ProcurementExpress, it appears in Xero with line items, tax, supplier, tracking category, and PO number intact. Buyers can send the official PO to the supplier from ProcurementExpress; your finance team sees it in Xero the moment it's authorised.
- Matches supplier invoices to the original PO. When the bill arrives, ProcurementExpress lets your AP team three-way-match it against the PO and any delivery evidence, then exports the approved invoice to Xero as a draft bill — coded, taxed, and ready to pay. Discrepancies are caught before they hit your ledger.
- Keeps everything in sync. Background workers handle token refresh, rate limits, and retries automatically. If you add a new supplier or tax rate in Xero, it shows up in ProcurementExpress on the next sync. Every API call is logged with a timestamp, payload, and outcome so you can self-serve troubleshoot from the in-app Logs tab.
Getting started
Setting up takes about five minutes. You'll need admin rights on your Xero organisation and the email address you want to use as the ProcurementExpress account owner.
- Install the app from the Xero App Store
Click Get this app on this listing. You'll be redirected to ProcurementExpress and asked to authorise the connection. Sign in with your Xero credentials and grant access to your organisation. ProcurementExpress will automatically create a free trial account using your Xero identity — no separate signup form, no credit card.
- Confirm your organisation
If you manage multiple Xero organisations, choose the one you want to connect on the consent screen. ProcurementExpress reads the organisation name, country, and base currency from Xero and uses them to pre-configure your company profile.
- Run your first data sync
From the ProcurementExpress dashboard, go to Settings → Integrations → Xero. Click Sync Now. The app will import your suppliers (Xero contacts), tax rates, tracking categories, and chart of accounts. Most organisations finish in under two minutes; larger ones take a few minutes longer and run in the background.
- Invite your team
Open Settings → Users and invite the people who will raise, approve, or pay POs. Assign approval limits and roles (Requester, Approver, Finance, Admin). You can mirror your Xero user list or build a different approval hierarchy — they don't have to match.
- Set up your first approval workflow
In Settings → Approval Routing, create a rule such as "POs over £1,000 need the department head, then the CFO." Save it, then raise a test purchase order from the dashboard to confirm the routing works.
- Watch a PO flow into Xero
