Xero integration

Connect

Open Integrations → Xero→ → Connect to Xero and pick the Xero organisation. Each franchise location connects its own Xero file. Needs a role that can edit settings.

What goes across

• Invoices — when you approve them (sent as Draft or Authorised, your choice). Changes made later with Amend Invoice, Amend from Quote or a card surcharge update the Xero invoice. Contacts are created as needed.
• Credit notes — as Xero credit notes.
• Payments — with Push payments to Xero (hourly, against synced invoices) on, payments recorded here go across. Payments can only go on Authorised invoices, so turn both on together. A Payments bank account code is required.
• Payments made in Xero — with Pull payments from Xero on, a payment reconciled in Xero against a synced invoice is applied here and on its sales order (hourly, or on Sync Now). One reversed in Xero is removed here, or flagged on the invoice if it was recorded here.
• Notes — invoice notes, refunds and (while push is off) cash, cheque and finance payments are added to the Xero invoice's History & Notes for your accountant.
• Purchase orders — Push to Xero as Bill in the PO's More menu (needs Edit or Approve purchase orders). A franchise's order to head office goes to the franchise's Xero as a draft bill on the next sync.

Coding

• Sales account code — where invoice lines go (blank = 200 Sales).
• How sales are coded in Xero — separate accounts for Parts and products, Labour, Freight and shipping, Fees and surcharges, Sublet work and Invoice discounts, optionally different for Shopify; the Taxable sales and GST-free sales tax rates; up to two tracking categories by sales channel or business location. Codes are picked from your live Xero chart. Save coding.

Shopify already posts to Xero?

Tick My Shopify store posts its own sales to Xero (saves straight away). Shopify invoices then stay out of Xero, so you can approve, pick and dispatch them without the sale appearing twice. On a single invoice, Push to Xero anyway overrides it.

On the invoice

The Xero panel on the right shows Synced (with the time), Sync failed (with the reason) or Skipped, and Re-sync / Retry. Not sent to Xero means the invoice is held out by your channel setting.

If something's not right

• Token expired — reconnect — press Connect to Xero again.
• Sync failed — read the message under it, fix it (often a missing account or tax code, or a contact problem in Xero), then Retry. Sync History on the Xero page lists every attempt.
• Payments not arriving in Xero — push payments is off, the bank account code is blank, or invoices are going as Draft.
• "Counted as paid … more than its total" on an invoice — a deposit receipted in Xero and here too. Remove the duplicate.
• After an amend, reconciled bank lines in Xero may need re-matching.