Frequently Asked Questions

Because Paypr cannot set up a user without there already being a user in Xero, we suggest adding staff or employees as an Invoice Only in Xero. This means the staff or employee will only be able to view the Sales, Purchase and Expense Claims that they have added themselves in their Xero dashboard. See more about Xero Invoice Only permission here: https://help.xero.com/nz/InvoiceOnly

Paypr retrieves all active users from your Xero account. Your Paypr Administrator is able to select users to activate via the Paypr Customer Portal.

This is not currently supported in Paypr, if this is something you are interested in get in touch at product@paypr.co.nz.

This is not currently supported in Paypr, if this is something you are interested in get in touch at product@paypr.co.nz.

To use Paypr you need to have an account with Xero.

Paypr is the vehicle to get expense claims in to Xero.  You can use Paypr to submit expense claims as a draft or for approval. If you submit a draft expense claim (receipt), you will need to follow the usual Xero process to bundle up your receipts into an Expense Claim to be submitted to your approver.
Paypr is not able to see the status of Expense Claims once they have been submitted to Xero.

The expense that appears in Xero is the full value of the transaction. Paypr does not have the ability to process partial claims at this point. If the user has sent a claim to Xero that needs to be changed or reduced in value, this editing will need to be done in the Xero system.

If you have a personal card loaded into Paypr, claims sent through from Paypr will go into the ‘Expense Claim’ feature in Xero, either as a draft receipt, or a claim ready to be approved and paid out.

This is not currently supported in Paypr.  You will need to go into Xero and recode the expense.  If this feature is something you are interested in, get in touch at product@paypr.co.nz.

The accounts that Paypr displays are only those that have the EXPENSE account class and the ones where the ‘show in expense claims’ check box is ticked.  You can update these details in your Xero settings.

This is not currently supported in Paypr, if this is something you are interested in, get in touch at product@paypr.co.nz.

Paypr can only send an expense to Xero once, so you’ll need to get the details off the app and create a manual receipt in Xero.

This is not currently supported by Paypr, if this is something you are interested in get in touch at product@paypr.co.nz.

This is not currently supported by Paypr, if this is something you are interested in get in touch at product@paypr.co.nz.

Yes, when the expense is in Xero, you are able to edit the fields in Xero as you please. However, you will not be able to edit the generated image of the receipt.

The Paypr expense has a copy of the automatically generated Paypr Receipt attached, as well as any photos of paper receipts you have attached.  Paypr expenses can be identified by the following statement in Xero: ‘System generated, received through the API using Paypr by Paymark’.

Paypr expenses are sent as either an unreconciled bank account transaction (this is the same as the ‘Spend Money’ feature in Xero) or, an expense claim.  Expense claims can be sent as either draft expense, or for approval.

Each Paypr username can only be connected to one Xero organisation. If you want to connect another Xero organisation you can create another Paypr organisation with a different email address.

No.  The demo account cannot be connected to Paypr.

Paypr doesn’t work without Xero, so we don’t recommend you do this.  If you need to disconnect for any reason you need to go into the Xero Settings menu and select Add-ons.  There you will find an option to disconnect.

This is not currently supported by Paypr, if this is something you are interested in get in touch with us at support@paypr.co.nz and let us know the name of the program you would like to connect with.

No.  Paypr retrieves some information when it connects and sends expense information to Xero, but does not change your Xero account data.

If a user is deleted from Xero, Paypr will not automatically deactivate that user.  If the user has left your organisation or is no longer a Xero user, you will need to deactivate them from Paypr as well.

If a user is added to your Xero account they will automatically appear in your list of users that are available to activate for Paypr.

When you connect Paypr to your Xero account, you authorise Paypr to access some of your Xero account information.  The information that Paypr gets from Xero is:

• A list of your Xero users. This allows you to activate them as Paypr users.
• Your Xero Chart of Accounts
• The list of Xero bank accounts (or credit cards) you have added to Xero. This is so we can associate your Paypr transactions to the correct account in Xero.

To get the best use of Paypr, we do recommend having the bank feeds of any business account or credit cards.

If this happens, you’ll have to log in to Xero and recode it. Paypr will still remember the wrong code, so just remember to code it correctly when you’re next at that retailer.

Paypr doesn’t update our receipts or draft expenses based on any changes that you make in Xero.

Paypr will notify you of a transaction ready to send to Xero.

Paypr will notify you when your card is ready to validated (when you first add your card)

To turn off notifications go to your phone Settings > Notifications > Paypr and toggle the notifications ‘OFF’. You can only have notifications turned off or on universally, Paypr does not have a setting to turn off or on per card.

If you have your phones notifications service turned on then by default, you will receive notifications from Paypr.

Paypr will notify you of a transaction ready to send to Xero.

Paypr will notify you when your card is ready to validated (when you first add your card)

Push notifications is available on versions of Paypr 1.1.4 and above. To get push notifications you need to give Paypr permission to send them to your phone. Either say ‘OK’ when you are asked after you first update or download the app or got into your phones Settings > Notifications > Paypr and toggle on the notifications you would like to get from Paypr.

To turn off notifications go to your phone Settings > Notifications > Paypr and toggle the notifications ‘OFF’. You can only have notifications turned off or on universally, Paypr does not have a setting to turn off or on per card.

Paypr works at all retailers on the Paymark network. 75% of EFTPOS transactions in New Zealand are processed by Paymark.

To determine whether you’re shopping at a Paymark retailer, look out for the Paymark name or logo on the terminal, or ask the shopkeeper.

If you’re set up with the Paypr App, refresh your business or personal list to check for a draft expense.

Paymark processes online transactions through our payment gateway Click and other gateways. When you make an online purchase through an online store that is on Paymark, you will receive a draft expense the same way as you would through Paymark EFTPOS.

Yes, you can use Paypr on any approved iOS or Android device. Some data is stored locally (such as moving between business and personal, or deleted expenses) and will not be remembered if you log in on a different device.

Your Paypr username is the same email address you use to log in to Xero, if you’ve forgotten this, contact your administrator.

Follow the ‘Forgot password’ link on the Log In screen, and we’ll send you an email to reset your password. You CANNOT request a new password in ‘Private’ or ‘Incognito’ browser.

• Ask them to check their junk email.
• Try resending the activation

The Paypr app is available on iOS 8.0 and above, on iPhone 4S and above. Android is available on 4.1 and above, supporting all major up-to-date brands. Paypr does not support jail-broken or rooted devices for security purposes.

In order to sign in to the Paypr mobile app, you need to have a Paypr username and password. To sign up, click here.

No, Paypr you will only start receiving draft expenses once you’ve validated your card.

Paypr remembers the details of the last purchase you made at a specific store so you can just check the details and send to Xero. If you’re shopping at the retailer for a different reason, you can update the account code and/or description.  Paypr always remembers the last account code and description that was sent for a particular retailer.

No one else can see your draft expenses that come into your app for each of the cards that you have added to Paypr.

If your expense doesn’t show in your Paypr app (because you’ve used a terminal at a retailer that is not connected to Paymark), you will need to add it manually into Xero.

Paypr still sends draft expenses to your account, and you’ll see them when you’re back in action.

You can’t edit details such as amount or store in the app. If you need to change any of these details you’ll need to do this in Xero.

Paypr gets the following data straight from the Paymark network:

• Retailer name
• Amount
• Date
• Reference to card used
• A receipt image with the transaction details

You’ll get a draft expense every time you make a purchase with your registered card(s) at a Paymark connected retailer and some online stores. We process over 75% of electronic transactions in New Zealand. This will not include things like cash purchases, or on account purchases.

Before you can use Paypr to submit expenses, you need to verify that you are the owner of the card you have added. To do this you need to make a purchase at a Paymark connected retailer and remember or record the amount. Then go into your Paypr app and select VALIDATE CARD. Enter the value of the transaction and you’re done.

75% of transactions via an EFTPOS machine in New Zealand are processed by Paymark.

You can spot a Paymark retailer by the Paymark logo or name on the terminal, or ask the shopkeeper, are you on Paymark?

You’ll get another chance to validate your card on your next purchase at a Paymark connected retailer.

For privacy and security reasons we don’t give you any information about the transaction other than the date and time of it. If you can’t remember the amount, we’d recommend checking your online bank app or a paper receipt. If you have entered the wrong amount three times, or taken longer than 3 business days, you will need to try again on your next purchase.

The validation purchase needs to be done at a Paymark connected retailer. Make sure you’re using a Paymark retailer and try again after your next purchase.

Your privacy is a priority, we just want to be as sure as we can that you are the card owner.

You are responsible for ensuring that you comply with all applicable accounting, tax and other laws applicable to you and your organisation (including any laws requiring you to retain records).

While we don’t provide tax or accounting advice:

• for any purchase up to $50, if you submit the Paypr Receipt, GL Code and description to Xero, you will not need to keep a paper receipt.
• for any purchase between $50 – $1000, if you submit the Paypr Receipt, GL code, description, along with a photo of the GST invoice to Xero, you will not need to keep a paper receipt

Paypr only holds the Paypr expenses in the app for 90 days after the transaction date.

You can retrieve deleted items in the app for up to 90 days from the transaction date.  Go to ‘Settings’ and scroll down to ‘Deleted Expenses’.

Yes, you can delete by swiping left or bulk delete by tapping ‘edit’ in the top left corner of your personal screen.

You’ll be able to see them in your ‘Submitted’ tab on the Paypr app for 90 days after the transaction date. You will need to rely on Xero for storage after that.

Yes, you will need to do this in Xero.

You will have to check this in Xero.  You can see what you submitted to Xero in the ‘Submitted’ tab on the Paypr app, but this won’t tell you if the expense claim has been approved for payment.

If you wish to bundle up a few expenses and submit just one claim in Xero, you should select SEND AS DRAFT from the Paypr app.

An expense that is sent as a draft from Paypr will appear in your Expense Claims list in Xero as a draft receipt.  In order to submit for approval and authorisation you will need to select the receipt (and others if you wish) and submit them for approval.

If you wish to send each expense as its own claim for approval, you should select SEND FOR APPROVAL.  These expenses will be placed directly into the Awaiting Authorisation area in Xero.

You need to complete the required expense details before you have the option to submit to Xero.

Yes you can, just toggle the ‘Including GST’ to off.

Yes you can, just choose the ‘Camera Roll’ option under ‘Add Photos’.

We don’t store your photos of your paper receipts long term. When you send them to Xero they will be stored there with your accounting record. The photos attached to your expenses in Paypr are able to be viewed in your Paypr app for as long as the expense itself is there. Expenses are available on Paypr for 90 days from the transaction date.

Paypr doesn’t currently support this, you can send to Xero as is, and edit it once it’s in Xero

Yes – Paypr retrieves your Xero account codes that are classified as EXPENSE or has the ‘Show in Expense Claims’ box checked. These should always match your Xero account codes

If you are unsure which Xero account to code your expense to, ask your Xero account administrator or the person who authorises your expenses and they should be able to point you in the right direction.

You need to select an account (GL) code for Xero and a description of the expense

There is no limit on the number of cards you can add to Paypr.

Yes, you can log into your account from any approved iOS and Android devices.

We support all major card types. – EFTPOS, Visa (Debit and Credit), Mastercard (Debit and Credit) and AMEX

For security reasons you’ll need to delete the card and add it again. During the add card process be sure to select the Xero bank account that your credit card transactions feed into. If you’ve already sent expenses to the wrong Xero account, you should go into Xero and delete these.

If your corporate credit card is set up for a bank feed in Xero, you can link it directly to that Xero Bank Account. If the last four digits of your card match the last four of your account in Xero this will happen automatically. If they don’t, get in touch with your Xero administrator and ask them which bank account you should link to.

When a member is activated in the Paypr account, they will be sent an email on behalf of the administrator. The user must then follow the link in the email and set up a password for the account. This needs to be complete before the member can sign in to the Paypr mobile App. If the user did not receive the email, the Administrator can resend one from the Paypr Customer Portal.

If the Xero user email pulled through from Xero has an invalid email address, or an email address that is already linked to a Paypr account and Paypr is unable to send the invitation. An error message will appear and direct you to fix this issue within your Xero account.

The email link expires after 10 days, you will need to resend the email from the Paypr Customer Portal.

Get them to check their junk mail, if it’s not there, you will need to resend the email from the Paypr Customer Portal .

No, you can only link Paypr to one organization.

No, you can only have one Paypr account per email address.

For Paypr to work, the user must have a Xero account.  There is no additional cost for you to add a new user in Xero.  You can read more about Xero users here.

Paypr will get a list of who is in your Xero account every time the Paypr Administrator logs in.  The Paypr Administrator can activate any of these users through the Paypr Customer Portal. Activating a user will send them an email with a unique link to setup a password.  You will be charged for all activated users on your next billing cycle, so they get part of the month free.

Paypr pulls through all the users from your Xero account. The Paypr Administrator is able to select new users to activate and revoke existing users in the Paypr Customer Portal.

No, the roles in Paypr are not aligned to Xero roles.  In Paypr the first person to sign up becomes the administrator, all activated users are the submitter role by default.

Paypr has two permission levels. Administrator and Submitter.

Administrators can access the Paypr Customer Portal where they can manage the Paypr subscription on behalf of their organisation.  They can also utilise the mobile app to submit expenses the same way as other Paypr users. An administrator also has the ability to create other administrators.

Submitters have access to Paypr using the mobile app only.

We offer a one month free trial period per organisation. Once you are outside your free trial period, we charge a fee monthly in advance based on the number of users you have activated in the Paypr Customer Portal on your payment due date.

If a new team member is added half way through a billing cycle they will not be charged for until your next payment due date.  Paypr charges in advance, therefore each new user will get a part-month free.

We bill monthly in advance based on the number of active users shown in the Paypr Customer Portal (including the subscriber) on each subscription renewal date.

We suggest that you ensure everyone you activate as a user of Paypr is correctly set up and using Paypr in order to leverage your investment.

To update your credit card information, access the ‘Billing and Subscriptions’ section of the Paypr Customer Portal, select ‘Update Details’ and follow the prompts. Please note that you must be logged in as the Admin User in order to cancel.

To activate your free trial with Paypr, a valid credit card is required. We take all major credit and debit cards through our secure payment gateway Click.

Should you choose not to continue with Paypr after your trial period, you can send us a cancellation request to billing@paypr.co.nz.

Paypr costs $12 plus gst per active user per month. If you have more than 10 users, get in touch about our custom plans at billing@paypr.co.nz.

Yes, you get charged for all the activated users in Paypr.

If a new team member is added half way through a billing cycle you will not be charged for them until your next payment due date. Paypr charges in advance, therefore each new user will get a part-month free, regardless of whether you are still in your free trial period.

The Paypr Administrator for your Paypr account can view details of your active users in the Paypr Customer Portal. Check the Billing & Subscriptions tab to see how many active users you will be charged for, and how much this equates to as a dollar value.

If a user has been activated for Paypr but is not using the app you will still be charged for them in your monthly fee. Make sure everyone you activate is using Paypr to make the most of your investment.

If you have a query about your bill, please contact billing@paypr.co.nz with your contact details, and a full description of your circumstances.  We will review and be in touch within one business day.

You can delete a user in the Paypr Customer Portal. This will stop the user from being able to access Paypr, and delete all of their details including cards and expenses. You will not be charged for them on your next payment due date.

To cancel your Paypr account, access the ‘Billing and Subscriptions’ section of the Paypr Customer Portal, select ‘Cancel Account’ and follow the prompts. Please note that you must be logged in as the Admin User in order to cancel. If you cancel your subscription before the end of your free trial, you will not be charged.

Your first month* on Paypr is completely free, with no limitations. You can add as many users and cards, and create as many expenses as you would like. Your free trial finishes one month after you sign up**, on this day we’ll charge you (for the next month) for the number of users that are activated on your payment due date.

* The first month is based on the date that you sign up. For example if you sign up on the 19th of March, your free trial will end on the 19th of April.

**However, if you sign up AFTER the 28th of a month, you will be billed on the 28th of the following month. For example, if you sign up on the 29th of June, your free trial will end on the 28th of July.

The security of your information and our systems is important to us. If you think there has been an unauthorised use of your password or other security breach to your Paypr account, please contact support@paypr.co.nz with your contact details and a description of the issue and we’ll get in touch with next steps.

For extra security, there is a PIN option available in the app settings. If your PIN is activated, you will be required to enter it each time you open the app. The Paypr PIN is 5 digits for security. If you forget your PIN, you can log in using your username and password

By having a unique login, until sent to Xero, you are the only one that can see your receipts. Your data in Paymark is guarded by the strictest of industry standards.

Paypr only creates draft expenses for transactions that are processed by the Paymark network.  75% of transactions on an EFTPOS terminal in New Zealand are processed using Paymark.

Whenever you make a purchase at a retailer that is not on the Paymark network, you will need to add your expense directly into Xero.

You can spot a who’s on Paymark by the logo on the terminal, or ask the shopkeeper, are you on Paymark?

For any issues, please email support@paypr.co.nz with a description, screenshot and details of the device and operating system you’re using

We’ve got a team dedicated to improving Paypr, we’re driven by what our users want and need. Email us with any feature requests or enhancement suggestions, big or small, at product@paypr.co.nz

You will be notified of updates in your app. If an update is critical to the use of the product, we may force updates or notify you via email.

The Paypr app is available on iOS 8.0 and above, on iPhone 4S and above. Android is available on 4.1 and above, supporting all major up-to-date brands.

For security reasons, Paypr does not support Rooted Android or Jailbroken iOS devices.