SpendStream syncing & assignment history

How SpendStream syncing works

Once connected to Xero, SpendStream continuously works in the background to keep your data up to date. On a regular cycle, SpendStream checks for newly reconciled transactions every 24 hours and evaluates them against your active rules.

When a match is found, SpendStream automatically applies the relevant tracking category and contact assignment, then records that action for reference. This means that as your business operates normally in Xero, SpendStream is constantly reviewing and enhancing your reconciled transactions without requiring any manual input.

In practice, this means:

• New reconciled transactions are picked up automatically
• Matching rules are evaluated every 24 hours
• Tracking categories and contacts are applied without manual effort
• Every action is logged for visibility and traceability

Assignment history and transparency

Every change made by SpendStream is stored in an assignment history log. This gives you a clear record of what was updated, when it was updated, and which rule triggered the change.

This is particularly useful when reviewing how automation is performing over time or when you need to trace a specific transaction back to its original rule logic. Instead of guessing how something was coded, you can see the exact reasoning behind it.

Your assignment history typically includes:

• The transaction that was updated
• The rule that was applied
• The tracking category and contact assigned
• The timestamp of the update

Syncing historical transactions

Alongside the automatic 24-hour sync cycle, SpendStream allows you to manually trigger a sync for a specific date range. This is especially useful when you first connect SpendStream or when you introduce new rules and want them applied to older reconciled transactions.

Instead of waiting for future activity, you can backfill historical data so your reporting immediately reflects your latest configuration.

This is commonly used when:

• You have just connected SpendStream for the first time
• You have created new rules and want them applied retrospectively
• You need to refresh reporting for a past period

How to request a date range sync

Requesting a manual sync is straightforward:

1. Select "Request date range sync"
2. Choose your from and to dates
3. Click Submit
4. Wait a few minutes for processing to complete

Once submitted, SpendStream will scan all reconciled transactions within the selected period and apply any matching rules automatically.

Please note:

• The maximum sync range is 20 days per request
• You can submit multiple requests to cover longer periods

Review mode and publishing rules to Xero

SpendStream also includes a review mode that allows you to safely test rules before they go live. This gives you confidence that your automation is working as expected without impacting your live Xero data.

When a rule is in review mode:

• SpendStream simulates how transactions would be assigned
• No permanent changes are made in Xero
• You can validate accuracy before enabling automation

Once you are satisfied with the results, you can publish the rule so it becomes active. From there, SpendStream will begin applying it automatically to both newly reconciled transactions and any future synced data.

Why syncing matters

The combination of automatic syncing, manual historical syncs, and review mode gives you a flexible and controlled automation system. You are never locked into a rigid setup, and you can adjust how SpendStream processes your data as your business evolves.

This ensures your expense allocation stays accurate and consistent while still giving you control over how and when changes are applied. Whether you are working with daily reconciliations or backfilling historical data, SpendStream keeps your Xero reporting aligned and up to date without requiring ongoing manual effort.

Summary

SpendStream automatically syncs with Xero every 24 hours to process newly reconciled transactions and apply active rules. You can also manually request a date range sync to apply rules retrospectively, up to a 20-day window per request.

Key capabilities include:

• Automatic daily syncing of reconciled transactions
• Manual historical syncing for selected date ranges
• Full assignment history for transparency
• Review mode for safe rule testing before activation

Together, these features ensure your expense allocation in Xero remains accurate, auditable, and consistently maintained with minimal manual work.