Once you invite your staff into Xero Expenses, you can assign them specific user roles to determine their access level. This controls whether they can only submit their own expenses or also approve others' expenses. 2. Capturing Receipts
Unlike some software platforms that charge per user, Xero allows you to invite unlimited users (including your staff and your external accountant) to your organization for free.
To get the most value out of your Xero subscription without overpaying, keep these tips in mind: xero fees work
Xero usually charges a base monthly fee for payroll, plus a small fee per active employee per month. If you have a seasonal business, you only pay for the employees you actually pay in a given month. Xero Expenses
This guide breaks down exactly how Xero fees work, what is included in each tier, and how to avoid unexpected costs. The Core Subscription Model Once you invite your staff into Xero Expenses,
: Fees are billed monthly. If you signed up after August 2017, you are usually invoiced and charged at the start of your billing period. Usage-Based Charges
Beyond understanding fees, there are several actionable strategies to minimize your overall costs: Xero Expenses This guide breaks down exactly how
Xero uses a tiered monthly subscription model where you pay per "organization" rather than per user
The highest tier is built for larger teams requiring comprehensive tools.
To keep your Xero fees low, audit your user permissions quarterly, remove inactive employees from payroll, and only pay for the specific add-on modules your team actively uses.
This plan is designed for freelancers, sole traders, and brand-new businesses with basic invoicing needs.