Understanding Xero and Tradify's Integration

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Learn more about how to integrate your Tradify account with Xero.

Seeing error messages? Check out Understanding Xero Error Messages in Tradify.

If you're wanting to remove a Xero integration from your Tradify account, please get in touch with our support team.

Video Guide

Where can I use Xero and Tradify?

We offer Xero integration with Tradify in the following countries:

• New Zealand
• United Kingdom
• Australia
• United States of America
• Canada
• Ireland
• South Africa

While the integration may work outside of these territories, we cannot guarantee this. 

How to integrate with Xero

1. Navigate to the Settings page.
2. Select Integrations.
3. Select Xero.
   
   
    
4. Select Login to Xero.
   Note: You’ll now be redirected to Xero and asked to log in and authorise Tradify.
   
   
    
5. 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.
   
   
    

6. Click on "Allow Access".

   Note: This will finalise the authorisation process.

   
   
   
    

7. Once authorized, you'll be redirected to the Tradify integrations page, where four new account fields and five presets will be available. The account fields are mandatory for posting Invoices and Bills to Xero.
   
   
    

8. 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 about which account codes to use, consult your accountant or bookkeeper. To learn about mapping your Xero account codes on your own, click here.

Integration Presets 

The following presets are available for you to use. Enable as many or as few as you need.

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.
Enabling this option lets Tradify use Xero's invoice numbering when sending invoices. Until then, the invoice stays as a 'draft' in Tradify.

Send invoice description to Xero. This will create a line item using the invoice description when sending invoices to Xero.
If enabled, Tradify sends the invoice description to Xero as a line item, since Xero lacks the same 'description' field as Tradify invoices.

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 enabled, Tradify syncs Invoice Price List Items with Xero Inventory Items, updating description, unit price, and buy price in Xero when relevant invoices are sent.

Send files to Xero. This will include files attached to notes when sending invoices and bills to Xero.
When enabled, files attached to an invoice in Tradify (in the notes section) are added to the file attachments on the matching Xero invoice.

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 update your Customers, Suppliers, and Price List Items in Tradify at any time. We recommend managing these directly in Tradify, as changes will automatically sync to Xero when sending invoices and bills. Note that re-importing customers from Xero will overwrite matching Tradify records with Xero's data, potentially replacing any unique details added in Tradify.

Logging in to Xero again (re-authorizing)

Your connection to Xero doesn't last forever. For security reasons Xero periodically asks you to log in and authorise Tradify again, and you may also be asked to do this if the connection is interrupted. When that happens, you'll be prompted to "Login to Xero" again from Settings > Integrations > Xero.

Important Note: Logging back into Xero refreshes your Customers, Suppliers, Price List Items, and accounting settings by importing data from Xero. Matching records in Tradify are updated with Xero's information, which may overwrite details stored only in Tradify (like email, phone, or address). To avoid data loss, save important customer details in both Xero and Tradify.

Synchronising with Xero

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

The Xero integration is a two-way sync, which means changes flow in both directions. As well as sending invoices from Tradify to Xero, any payments recorded or reconciled against an invoice in Xero will automatically sync back to Tradify and mark the matching invoice as Paid. This keeps both systems in step without any extra work in Tradify.

Note: When reconciling a single bank deposit against multiple invoices in Xero (like a lump-sum payment or a deposit differing due to fees), we recommend taking care and ensuring matches are correct. Xero determines which invoices the payment applies to, and Tradify updates the Paid status accordingly. If an invoice in Tradify is unexpectedly marked as Paid, review the payment reconciliation in Xero, as that’s where the matching occurs.

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.

Additional Information

See here for more info on the Xero integration: Syncing Information From Xero Into Tradify