Billable Expenses
in Xero, Billed
Automatically
EntryRocket is a Xero app that turns the files you already receive into entries in Xero. Send it the files your costs arrive in, or a list of what to bill. It records each cost against its customer and raises the sales invoices that bill them, with every expense linked in Xero.
How it works
Email the file your costs come in
Supplier invoices, expense claims, card statements, a job system export or Xero's Billable Expenses - Outstanding report, as CSV, Excel or PDF
A reader built for you applies your rules
Which customer each cost belongs to, how it is coded, any markup, and how the invoices are grouped
Everything lands in Xero, linked
Bills or spend money, billable expenses and the sales invoices that bill them, plus an import report by email
Invoicing billable expenses in Xero takes two rounds of manual work.
First, every cost goes in as a bill or spend money. Each line is assigned to the customer who will pay for it. Then, at billing time, you open a sales invoice for each customer and click Add billable expenses. You tick their expenses, set the price, account and tax rate, and attach the receipts by hand. Then you do it all again for the next customer, every billing run.
EntryRocket can do either round, or both, from the files you already have.
Bill expenses already in Xero, or record them first
We build your reader around the files you already have, so nothing about how your costs reach you has to change.
Costs already in Xero
Your team assigns expenses to customers on bills and spend money as usual. EntryRocket bills everything outstanding for each customer, or exactly the expenses a list says to bill, such as Xero's Billable Expenses - Outstanding report or an export from your job system.
Costs not in Xero yet
Send the supplier invoices, staff expense claims or card statements. EntryRocket creates the bills or spend money, assigns each line to its customer as a billable expense, and either bills it straight away or leaves it outstanding for your next billing run.
Costs tracked in another system
If your job, practice or expense software already knows which costs belong to which customer, its export can record the costs in Xero and raise the sales invoices that recharge them.
Recharge expenses with markup, receipts and your own coding
Tell us how you recharge costs today, or how you would like to. We set the reader up for those rules once, and every run follows them.
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Grouped the way you bill. One invoice per customer, or split further by job, reference or billing period.
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One line or a line per cost. Everything on a single line, as Xero's "Add as one item" does, or each cost on its own line with your description.
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Markups and fees. A percentage on top of each cost, or a handling fee.
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Account, tax and tracking. The sales account, tax rate, tracking categories and branding theme you choose, on every invoice.
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Receipts attached. Each receipt goes on the sales invoice that bills it.
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Nothing billed twice. Only expenses still outstanding in Xero are billed.
Who recharges costs with EntryRocket
Businesses that pay for something on a customer's behalf and bill it back.
Professional services and agencies
Travel, subcontracted work, disbursements and media costs bought for a client and passed on at month end.
Construction and trades
Materials and equipment hire bought for a customer's job, recorded against that customer from the supplier invoice, and billed on the customer's next invoice.
Property management
Repairs, cleaning and utilities paid for a property and recharged to its owner or tenant.
Expense claims and group recharges
Staff expense claims recharged to the client the cost was for. Costs one company in a group pays for another, billed back together.
Getting started in four steps
You tell us what should end up in Xero, and we set up the reader that does it.
Send us a sample
The file your costs come in, or the list of what to bill, and how you recharge those costs today.
We build your reader
You see the invoice it would create in Xero from your own data before anything goes live, and correct anything that is wrong.
Email files as they come
Send or forward each file to your reader's address, or set up a forwarding rule and let it run.
Check Xero and your report
Everything is in Xero, linked, and the import report email lists each bill, invoice and expense, with anything that needs a second look.
Loved by businesses worldwide
"The EntryRocket team works tirelessly with you till your data looks like you want it to look. Hours of manual work on a weekly basis is done in seconds!!"
"The process was manual and very time consuming averaging about 10-12 man hours to get the job done. ... The whole process now takes us less than 10 minutes."
Can Xero invoice billable expenses to many customers at once?
Not in bulk. In Xero you add billable expenses from inside each customer's sales invoice, one invoice at a time. EntryRocket creates the sales invoices for every customer in one run, with each expense linked the same way Xero links it when you add it by hand.
Do the expenses need to be in Xero already?
No. If they are already in Xero, EntryRocket bills them. If not, it first records them as bills or spend money from the supplier invoices, expense claims or statements you receive, with each line assigned to its customer.
Can the receipts go on the sales invoice?
Yes. EntryRocket attaches the receipt from each bill or spend money to the sales invoice that bills it. Your customer sees the receipts on the online invoice and can download each one.
Can you add a markup to recharged costs?
Yes. Your reader can add a percentage to each cost, add a handling fee to each invoice, or bill the cost exactly as it was paid. The rule is set once and applied on every run.
Can an expense end up billed twice?
No. Only expenses that are still outstanding in Xero are billed. An expense someone already billed, by hand or in an earlier run, is skipped and listed in the import report email you get for each file.
Are the sales invoices created as drafts or approved?
Your choice. You can start with drafts, check them in Xero, and switch to approved once you are happy. Approving an invoice marks its expenses as billed in Xero.
How much does it cost?
A one-time setup fee of $99 per reader, then a monthly plan from $29. Each bill, spend money and sales invoice we create counts as one document. Assigning and linking the expenses costs nothing extra, and every plan has a 30-day money-back guarantee. All prices are in USD and exclude any applicable taxes. See the pricing page for every plan.
Also import into Xero
EntryRocket handles every Xero document type, not just billable expenses.
Import invoices
Sales invoices from any file format. CRM exports, e-commerce platforms, or supplier spreadsheets, straight into Xero.
→Import bills
Supplier bills from procurement systems, logistics platforms, or any file your suppliers send you.
→Import purchase orders
POs from any procurement system into Xero automatically.
→Import quotes
Sales quotes and estimates directly into Xero.
→Import credit notes
Credit notes and refunds into Xero automatically.
→Import journals
Journal entries in your Xero automatically.
→Import bank statements
Convert bank statements from any format to OFX for Xero reconciliation. Especially useful when your bank doesn't support direct feeds.
→Import bank transactions
Spend and receive money transactions from business software into Xero automatically.
→Import payments
Payment allocations into Xero automatically.
→Import batch deposits
Remittance files matched to many invoices in Xero. Also handles AP batch payments.
→Import inventory items
Product and inventory data into Xero.
→Import contacts
Customer and supplier contacts into Xero.
→Start recharging costs in Xero automatically
If you're spending even 15 minutes a week on manual Xero data entry, EntryRocket can give that time back. Most readers are ready within 2-3 business days.