When employees pay with petty cash, a corporate credit card or a prepaid card, AltomateHR captures the receipt with AI, posts a Xero Spend Money transaction, and auto-matches the bank line — so finance only chases the exceptions.
Reimbursements are easy — the employee is out of pocket, so they chase you. Company-paid spend is the opposite: the money's already gone, and the receipt is the thing that goes missing.
A credit-card line lands in the bank feed but nobody submitted the invoice — finance is left guessing what it was for.
Cash and prepaid-card spend leaves the account with no paper trail and no coding until someone reconstructs it weeks later.
Finance eyeballs every statement line against a pile of receipts and re-keys each one into Xero by hand.
Even once it's booked, the spend isn't tagged to a project — so project P&L is always missing its real costs.
The employee does one thing: submit the claim and mark it as paid with company money. AltomateHR handles the rest, all the way into Xero.
The employee logs into AltomateHR, uploads the invoice, and sets Paid with: Company money. If they have a prepaid card, they pick it from a dropdown.
AI vision auto-fills the title, vendor, amount, date, chart-of-account code and project — no manual data entry.
On submit, a Spend Money transaction posts to the paying bank account in Xero, with the receipt attached and the tracking category set.
When the statement imports, Xero matches it to that transaction. Finance clicks OK — or ignores it entirely and works only the exceptions.
Employees submit every expense in the same place — but company-paid spend takes a different path from reimbursements.
The moment the claim is submitted, AltomateHR posts it to Xero through the API as a Spend Money transaction against the paying account. Nothing to re-key.
📎 1 receipt attached · Received through the Xero API from AltomateHR
Because every company-paid claim already exists in Xero as a Spend Money transaction, the bank feed matches itself. Finance stops reviewing the matches and starts reviewing only what doesn't match — in both directions.
Finance touches the two amber lines. The green one takes care of itself.
Company-paid claims aren't just reconciled — they're coded to a project and its Xero tracking category, so project and department P&L reports finally include the spend that used to go untracked.
Each claim is tagged to a project on submission, so the cost is attributed before it ever reaches Xero.
The Spend Money transaction carries the matching Xero tracking category — no manual coding after the fact.
Run profit & loss by project or tracking category in Xero and see true costs — payroll, reimbursements and company-paid spend together.
Purpose-built for how Malaysian finance teams actually handle petty cash, corporate cards and prepaid cards.
Upload an invoice and AI extracts vendor, amount, date and line detail into the claim automatically.
Company-paid claims post straight to Xero as Spend Money against the paying account via the Xero API.
Bank feed lines match the created transactions, so reconciliation is one click — or done in bulk.
Petty cash, credit cards and prepaid cards each map to their own Xero bank account, chosen at submission.
Surfaces statement lines with no claim, and claims with no statement line, so nothing slips through.
Every receipt is attached to its transaction for search, reporting and audit — no separate filing system.
Each claim is coded to a project and Xero tracking category for accurate project and department P&L.
Multi-layer approvals with a full audit trail before anything posts to your accounting ledger.
MYR, SST tax rates and MyInvois-ready references, aligned to how local finance teams reconcile.
Book a 30-minute walkthrough and we'll show you a real claim flowing from receipt to a matched Xero bank line — on your chart of accounts and tracking categories.