Set up custom accounting data

Airwallex provides seamless direct integrations with Xero, NetSuite, QuickBooks, and other leading accounting platforms. To integrate the Spend API with your own accounting or ERP system, import your accounting data into Airwallex so that expenses and bills can be accurately coded. Complete the steps in this document.

Before you begin

• Have an active Airwallex account with admin access to the Airwallex web app.
• Export your chart of accounts, tax rates, and custom fields from your accounting software.

Understand external IDs

When you import custom accounting data to Airwallex, each record includes a unique identifier from your source system. These identifiers serve as external IDs in Spend API calls.

The Spend API uses accounting_field_selections to associate line items with your custom accounting data. Each selection requires:

• field_id: The external ID of the accounting field. This refers to the unique identifier of the accounting field in your ERP system. Use Chart of accounts for chart of accounts and Tax rates for tax rates. For remaining custom accounting data, use the field name to specify its id.
• field_value_id: The external ID of the specific row within that field (for example, a particular GL code or tax rate). You will find this value displayed in the External ID column .
• identifier_type: Must be set to EXTERNAL_ID.

For example, if your Chart of accounts has a GL Code of 6000-Travel, you use that value as the field_value_id in your API calls:

1{
2  "accounting_field_selections": [
3    {
4      "field_id": "Chart of accounts",
5      "field_value_id": "6000-Travel",
6      "identifier_type": "EXTERNAL_ID"
7    }
8  ]
9}

Download the import template

To download the Airwallex import template, complete these steps:

1. Log in to the Airwallex web app.
2. Navigate to Settings > Connections.
3. Select the tile labeled Using another accounting software?.
4. Download the provided .xlsx template.

The template contains tabs for your Chart of Accounts, Custom Fields, and Tax Rates.

Format your accounting data

Export data from your accounting software and format it to match the Airwallex .xlsx template. Fill each tab in the template with the corresponding exported data.

The required formatting for each section is detailed on this article .

Upload and review your data

To upload your accounting data, complete these steps:

1. Navigate to Settings > Connections and select the Using another accounting software? tile.
2. Click Get Started and upload the completed .xlsx template back into Airwallex. You can upload one or multiple .xlsx documents at the same time.
3. Review the summary of changes displayed by the system.
4. Edit as needed or confirm the import, then click Save to finish.

The accounting data becomes live and available for your employees to use when coding expenses and bills.

Find your accounting data

1. Navigate to Settings > Connections and select Custom accounting data, now connected.
2. Your accounting fields and values display in a table.

The Spend API uses accounting_field_selections to associate line items with your custom accounting data. Each selection requires:

• field_id: The external ID of the accounting field. This refers to the unique identifier of the accounting field in your ERP system. Use Chart of accounts for chart of accounts and Tax rates for tax rates. For remaining custom accounting data, use the category name to specify the field.
• field_value_id: The external ID of the specific row within that field (for example, a particular GL code or tax rate). You will find this value displayed in the External ID column .
• identifier_type: Must be set to EXTERNAL_ID.

For example, if your Chart of accounts has a GL Code of 6000-Travel, you use that value as the field_value_id in your API calls:

1{
2  "accounting_field_selections": [
3    {
4      "field_id": "Chart of accounts",
5      "field_value_id": "6000-Travel",
6      "identifier_type": "EXTERNAL_ID"
7    }
8  ]
9}

Update your accounting data

For minor changes, use the in-app editor:

1. Navigate to Settings > Connections.
2. Select the Custom accounting data tile.
3. Click Edit accounting data.
4. Add, rename, or delete data manually.
5. Click Save to apply changes immediately.

For bulk updates, use the file upload:

1. Navigate to Settings > Connections and select the Using another accounting software? tile.
2. Scroll down and select Update data.
3. Download your existing template, edit it with the desired changes, and upload the updated version.
4. Review the proposed updates, uncheck Compare changes to choose whether to delete or keep specific entries, then click Save.

Next steps

Now that you have set up your custom accounting data, use the external IDs in your Spend API integration:

• Purchase orders via API
• Bills via API