Integrating with Xero

Integrating with Xero

Head over to Settings and select "Integrations", then click on "Xero".

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Select "Login to Xero".

Note: You’ll now be redirected to Xero and asked to log in and authorise Tradify.

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To authorize Tradify, simply log in to your Xero account by using your Xero login credentials.

Note: If you're already logged into Xero, it will automatically skip this step.

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Click on "Allow Access".

Note: This will finalise the authorisation process.

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Once authorised, you will automatically be redirected back to the integrations page in Tradify. You'll also notice four new account fields and five presets are available to edit. The account fields are mandatory and need to be mapped in order to post Invoices and Bills to Xero.

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Using the dropdown fields, select the appropriate account codes for Sales of Labour, Sales of Materials, your Bank Account and Purchases - then click "Save".

Note: If you're unsure on which account codes to use, we recommend speaking with your accountant or bookkeeper. If you'd prefer to go at this alone, please see here to learn more about mapping your Xero account codes.

 

  

Integration Presets 

The following presets are available to use at your discretion. You can enable as many or as little as you'd like.

Use Xero invoice numbering sequence. This is recommended if you plan to create invoices using both Tradify and Xero, as it will keep the sequence in order in both platforms.
As the name suggests, enabling this option will trigger Tradify to use Xero's invoice numbering sequences over its own. This all takes place during the stage of sending the invoice to Xero. Until that point in time, the invoice will remain with a 'draft' title in Tradify.

 

Send invoices and bills to Xero as drafts. Use this if you want to approve all invoices and bills after they have been sent to Xero.
If this option is enabled, Tradify will send all invoices to Xero in a draft state. Once the invoice is sent from Tradify, it will be approved in Tradify and locked for editing. However, in Xero, the invoice will be left as a draft until you're ready to approve.

 

Send invoice description to Xero. This will create a line item using the invoice description when sending invoices to Xero.
If this option is enabled, Tradify will send the invoice description to Xero in the form of a line item. We do this as Xero doesn't have the same 'description' field as you would find on the Tradify invoice.

 

Create Inventory Items in Xero. This will create or update inventory items to match items on your invoices and bills you send to Xero.
When this option is enabled, Tradify synchronises the Price List Items on an Invoice with the Inventory Items in Xero. Any changes made to the description, unit price or buy price will be updated in Xero from Tradify (when an invoice with the relevant price list items are sent over).

 

Send files to Xero. This will include files attached to notes when sending invoices and bills to Xero.
When this option is enabled, any files attached to an invoice in Tradify (under the notes section of the invoice) are added to the file attachment section on the corresponding invoice in Xero.

  

 

Importing from Xero

Once the link has been established with Xero, you can import your customers, suppliers and price list items by following the processes in each of the articles linked below.

Importing Customers from Xero

Importing Suppliers from Xero

Importing Price List Items from Xero

Important Note: You can perform the above steps at any stage to update your Customers, Suppliers and Price List Items in Tradify. However, we do recommend creating and maintaining these in Tradify directly, as they will automatically update in Xero when sending invoices and bills over.

 

Synchronising with Xero

Synchronise invoices, payments and credit notes, and transfer bills, customers and suppliers to Xero. 

Syncing with Xero means you need things set up correctly, so we’ve created this guide on some common issues and how to fix them.

 

Invoice lines count mismatch
There’s a problem trying to create an invoice line in Tradify that existed in Xero, or, there was an invoice line in Tradify that wasn’t sent to Xero. 

To fix, the invoice will need to be re-sent to Xero from Tradify,

  • For a Draft invoice, click the Approve button on the invoice screen. 
  • For an Approved invoice, click the Options menu, then click Reset to Draft. Once the invoice is in a Draft state, make any necessary changes, then click the Approve button.
  • For an Approved invoice that has already been sent to Xero and a payment hasn’t been made, click the Options menu, then click the Edit. Once in edit mode, make any necessary changes, then click the Save button.

Important: We recommend you check that the Tradify version is up-to-date before resending to Xero.



Payments count mismatch
There’s a problem trying to create a payment in Tradify that existed in Xero, or, there was a payment in Tradify that wasn’t sent to Xero. 

To fix, the invoice will need to be re-sent to Xero from Tradify,

  • For a Draft invoice, click the Approve button on the invoice screen. 
  • For an Approved invoice, click the Options menu, then click Reset to Draft. Once the invoice is in a Draft state, make any necessary changes, then click the Approve button.
  • For an Approved invoice that has already been sent to Xero and a payment hasn’t been made, click the Options menu, then click the Edit. Once in edit mode, make any necessary changes, then click the Save button.

Important: We recommend you check that the Tradify version is up-to-date before resending to Xero.


Credit notes count mismatch
There was a problem trying to create a credit note in Tradify that existed in Xero, or, there was a credit note in Tradify that wasn’t sent to Xero.

To fix, the invoice will need to be re-sent to Xero from Tradify,

  • For a Draft invoice, click the Approve button on the invoice screen. 
  • For an Approved invoice, click the Options menu, then click Reset to Draft. Once the invoice is in a Draft state, make any necessary changes, then click the Approve button.
  • For an Approved invoice that has already been sent to Xero and a payment hasn’t been made, click the Options menu, then click the Edit. Once in edit mode, make any necessary changes, then click the Save button.

Important: We recommend you check that the Tradify version is up-to-date before resending to Xero.


Invoice lines amount mismatch
There was a mismatch with invoice line amounts in Tradify compared to Xero. This mismatch could be tax-related or rounding related. 


To fix, the invoice will need to be re-sent to Xero from Tradify,

  • For a Draft invoice, click the Approve button on the invoice screen. 
  • For an Approved invoice, click the Options menu, then click Reset to Draft. Once the invoice is in a Draft state, make any necessary changes, then click the Approve button.
  • For an Approved invoice that has already been sent to Xero and a payment hasn’t been made, click the Options menu, then click the Edit. Once in edit mode, make any necessary changes, then click the Save button.

Important: We recommend you check that the Tradify version is up-to-date before resending to Xero.


Payments total amount mismatch 
There was a mismatch with Payment amounts in Tradify compared to Xero. This mismatch could be tax-related or rounding related. 

To fix, delete the payment in Tradify, then re-add payment and resend to Xero.
Note: Make sure the each line item amount and tax is up-to-date.


Retrieved payments number mismatch 
The total amount of detailed payments number retrieved are mismatching from retrieved number of non-detailed payments invoice

To fix, delete payment in Tradify, re-add payment in Tradify then resend to Xero.


Invoice due mismatch 
There was a mismatch between Remaining/Due amounts in Tradify compared to Xero. This mismatch could be tax-related or rounding related, or that a payment or a deduction is missing. 

To fix, the invoice will need to be re-sent to Xero from Tradify,

  • For a Draft invoice, click the Approve button on the invoice screen. 
  • For an Approved invoice, click the Options menu, then click Reset to Draft. Once the invoice is in a Draft state, make any necessary changes, then click the Approve button.
  • For an Approved invoice that has already been sent to Xero and a payment hasn’t been made, click the Options menu, then click the Edit. Once in edit mode, make any necessary changes, then click the Save button.

Important: We recommend you check that the Tradify version is up-to-date before resending to Xero.


Currency mismatch 
The currency selected in Tradify is not the same as the one selected in Xero. 

To fix, the currency in both Tradify and Xero need to match, this can be achieved by changing the invoice currency in Xero to match the one in Tradify.


Invoice lines tax total mismatch 
There was a mismatch with Tax totals in Tradify compared to Xero. This mismatch could be tax-configuration related or rounding related. 

To fix, make the tax-configuration match in both Tradify and Xero. Once corrected, the invoice will need to be re-sent to Xero from Tradify, 

  • For a Draft invoice, click the Approve button on the invoice screen. 
  • For an Approved invoice, click the Options menu, then click Reset to Draft. Once the invoice is in a Draft state, make any necessary changes, then click the Approve button.
  • For an Approved invoice that has already been sent to Xero and a payment hasn’t been made, click the Options menu, then click the Edit. Once in edit mode, make any necessary changes, then click the Save button.

Important: We recommend you check that the Tradify version is up-to-date before resending to Xero.


Invoice credit total mismatch
There was a mismatch with credit note amounts in Tradify compared to Xero. This mismatch could be tax-related or rounding related. 

To fix, log into Xero, then redo all the credit notes for this invoice.


Retrieved payment with no account 
There was payment in Xero that didn't have an account selected. 

To fix, log in to Xero and redo the payment. Then, select an account for the payment.

 


If you have an issue that isn't covered here, get in touch with support@tradifyhq.com

 

 

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