Santen Pharmaceutical Asia’s first-phase project, completed in July 2025, uses Yeeflow between Concur and Xero to organize reimbursement data and support configured transfers, while keeping both specialist systems in place.
Start with the handoff between systems
When an expense has been recorded in one application, entering the same detail again in a finance system adds another task for the finance team. The integration question is practical: what information needs to move, how should it be mapped, and how will the team identify a transfer that needs attention?
For Santen Pharmaceutical Asia, the project focused on this expense-data handoff between Concur and Xero rather than replacing either application. The first phase was completed in July 2025; subsequent change work is outside the scope of this case.
Give regional data a consistent structure
The design uses Yeeflow as an intermediate layer. Reimbursement data retrieved from Concur is stored in separate lists for eight business entities across Asia Pacific. A shared master-data structure holds product codes and country-specific tax codes. This separates regional records while maintaining a consistent place to manage the values used in transfers.
Configured Zapier flows then map reimbursement details to Xero’s line-item structure. The design includes one flow for each regional entity. Synchronization logs record transfer status and error details, giving the team information to investigate rather than treating every attempted transfer as a completed one.
Keep established applications in their roles
In this design, Concur remains the expense-data source and Xero remains the receiving finance application. Yeeflow handles the intermediate records and business logic; Zapier carries out the configured transfer flows.
This distinction matters when evaluating a similar approach. An integration project should start with the actual data structure and operating process, not an assumption that a replacement platform is required. Mapping rules, permissions, error handling and operational responsibility still need to be defined and tested for the receiving organization.
Focus on the work that needs to move
Automated transfer reduces the need for a person to copy each expense line between applications by moving mapped data through a configured flow. The relevant operational checks remain concrete: whether the fields are mapped correctly, whether a transfer succeeds, and how an exception is identified and handled. This case describes that integration design, rather than a measured claim about time or cost savings.
A useful next step
For teams considering a comparable project, start with one expense-data handoff. Identify the source fields, destination fields, regional differences and exceptions that require human attention. Then compare the current transfer process with the proposed integration using agreed measures and real operating evidence.