Xero invoicing in one click
A growing business was exporting invoices from its operations system and re-typing them into Xero. We built a native Xero integration so an approved invoice reaches Xero in one click, with the right customer, tax rate and account code.
- Accounting package
- Xero
- Service
- Accounting & Finance Systems
What needed solving
- Invoices, credit notes and payments were re-keyed into Xero by hand.
- Default tax codes in the operations system did not match each customer's Xero set-up, so postings were rejected.
- Customer records existed in both systems, which created duplicates.
- Xero's 30-minute session limit cut off large first-time syncs part-way through.
The outcome
- Approved invoices reach Xero in one click instead of being re-typed.
- Far fewer rejected postings, because tax and account codes come from Xero itself.
- Live Xero reports that include operational revenue as soon as it is invoiced.
What we built
OAuth 2.0 connection
Users connect from the settings screen and authorise access in Xero. No passwords are stored, and the connection can be re-authorised at any time.
Tax & account code import
Tax rates and account codes are pulled from Xero into the operations system library, so every invoice line uses a code Xero will accept.
Two-way customer sync
Active Xero contacts are imported. New customers are created in Xero only when they have an approved invoice, which keeps Xero free of clutter.
One-click invoice push
Approved sales invoices, credit notes and payments post to Xero individually with one click, or in bulk with Sync Now.
Resumable batches
Large syncs process in batches that survive Xero's session limit. A re-run picks up where the last one stopped.
Sync history & alerts
Every run is logged. Errors such as an unknown tax type or a duplicate contact are explained in plain English, and optional notifications alert the team.
What syncs, and in which direction
Xero → Operations system
- Customers (contacts)
- Tax rates
- Account (nominal) codes
Operations system → Xero
- Customers
- Sales invoices
- Credit notes
- Payments
Engineering highlights
- Recommended onboarding order: codes, then customers, then invoices
- Contact matching on name, email, account number, address and phone
- Clear guidance when an invoice uses a tax code Xero does not recognise
- Synced data feeds Xero profit and loss, balance sheet and VAT reports
Tools & technologies
- Xero Accounting API
- OAuth 2.0
- REST APIs
- Batch processing
- Error notifications
Other integrations we have delivered
QuickBooks Online integration with one-click posting
A QuickBooks Online integration that syncs customers both ways, imports tax and account codes, and posts approved invoices, credit notes and payments with one click.
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