Xero Tip Of The Month September 2017 - Tracking In Xero

Wouldn’t it be wonderful if we could divide our revenue streams isolating the income and expenditure of particular products or services that we offer. With Xero you can do just that!

You can set up tracking categories allowing you to report on the activity on each of these in isolation. Here you can monitor how different areas of your business are performing (such as departments, cost centres, or locations). With this you can make proactive decisions such as deciding to increase the production of a particular product over another as it returns a more desirable gross profit margin.

Tracking Categories and Options

  • Xero uses tracking categories and options instead of department codes or cost centres. This keeps your chart of accounts manageable.
  • You can have two active tracking categories.
  • You can have up to 100 tracking options for each tracking category.
  • A tracking category needs at least one tracking option to assign tracking to a transaction.

Tracking Categories and Options

You can set up a tracking category with tracking options however you want, so we’ll use an example to show you how it works.

Let’s say you’re a business with seven work locations. You can track sales at each location by setting up a tracking category with tracking options for each location.

  • In the Settings menu, select General Settings.
  • Under Reports, select Tracking.
  • Click + Add Tracking Category.
  • Name the tracking category and options.
  • Click Save


Track new transactions

Assign a tracking option to new transactions such as invoices, bills, quotes, purchase orders, spend money and receive money transactions, and transfer money transactions.

Track new transactions

Track previous transactions

Assign a tracking option to previously-entered transactions such as invoices, bills, quotes, purchase orders, spend money and receive money transactions, and transfer money transactions to run reports about previous business performance.

Track previous transactions

Track bank transfers

Assign a tracking option to transfers you make between bank accounts.

Assign a tracking option to a transfer between bank accounts

Track fixed assets

Assign a tracking option when you create a new fixed asset.

You can also add tracking options to the import file when you import fixed assets into Xero.

Track a budget

Assign a tracking option to a budget you’ve created in Budget Manager.

Set up a new budget with tracking

Track a contact

You can set up default tracking options for contacts. Just select the tracking category when creating new transactions for the contact.

Default tax treatment, account and tracking settings

Track payroll expenses

Assign tracking options to an employee or an employee timesheet to track payroll expenses by employee groups.

Review reports by tracking category

Review and filter reports by tracking category and category option to see the performance of different areas of your business.

Tracking Summary Report

View specific data from a tracking perspective. You can customise specific groups of accounts.

Budget reports

Filter the following reports by tracking category and category option:

New financial reports

Add a tracking column to any of these new reports using the report layout editor:

Other reports

You can filter the following reports by tracking category:

See all the Xero features that can help you run your business beautifully at

Previous Tips

August 2017 – Manage User Privileges In Xero

July 2017 – Tailored Account Codes In Xero

June 2017 – Payment Types In Xero

May 2017 – Inventory Items In Xero

April 2017 – Xero’s Inbuilt Calculator

March 2017 – Expense Claims In Xero

February 2017 – Customise The Dashboard In Xero

January 2017 – Customisable New Reports In Xero

December 2016 – Email Templates In Xero

November 2016 – Bank Rules In Xero

October 2016 – Smart Lists In Xero

September 2016 – Files in Xero

August 2016 – Direct Bank Feeds In Xero

July 2016 – Managing Bills and Purchases in Xero

June 2016 – Shortcuts In Xero

May 2016 – Email Integration

April 2016 – Recurring Sales Invoices

March 2016 – Two Step Authentication

February 2016 – Xero Search

January 2016 – File Storage in Xero

December 2015 – Invoice Reminders

November 2015 – Xero on the go, with Xero Touch

October 2015 – Invoice Payment Terms

September 2015 – Sales Invoice Customisation

August 2015 – Business Performance Review

July 2015 – Cash Coding In Xero

June 2015 – Xero to Xero Billing

May 2015 – Find and Recode

April 2015 – Online Invoicing