Integrating Xero
  • 30 Nov 2022
  • 3 Minutes to read

Integrating Xero


What You Need to Integrate Xero

A Xero Account with an Organization

You need an active Xero account with at least one organization with its chart of accounts and tax rates fully set up to use this integration.

You can connect the same Xero account to multiple locations as long as each location has its own organization in Xero.

You cannot connect the same Xero organization to more than one location in Nexudus

Matching Charts of Accounts and Tax Rates

Your Nexudus and Xero accounts need matching charts of accounts and tax rates to ensure a smooth integration and errorless invoice transfers. Follow our guide on Preparing Your Accounting Integration and come back to this page once you are done.

Already have contacts for your customers in Xero or Quickbooks?

Make sure that the matching Nexudus customers have a Billing / Trading name that is identical the ones in your accounting system in Nexudus.

BillingTradingName_Highlight

If you leave the field blank, your accounting system will create a new contact for each customer based on their full name and allocate all transferred invoices to that new contact instead of the existing one.

Integrating Xero

Once you've made sure your tax rates and charts of accounts match in Nexudus and Xero, you can enable the integration on the Admin Panel.

  1. If the navigation menu isn't visible, click the menu icon in the top left corner of the page.

  2. Scroll down the page and click on Connect.

You are redirected to the Xero login page.

  1. Log in to your Xero account.

  2. Select the Xero organization you want to connect to your location.
    Xero_LocationSelect.png

  3. Click Allow access.

You are redirected to the Admin Panel.

  1. Click the Save Changes button.

Now that you've connected your Xero organization to your location, you can start defining how you want to transfer invoices and mapping out your Nexudus account for Xero.

  1. Enable the Show links to pay invoices via Xero in your Members Portal toggle if your Xero account has at least one payment service and you'd like to make it one of the payment methods available to customers paying invoices on the Members Portal.
Not sure how this feature works?
  1. Enable the Automatically send invoices issued in Nexudus to Xero (every 6 hours) toggle if you want Nexudus to transfer new invoices to Xero every 6 hours.

  2. Enable the Automatically reconcile payments made in Xero with Nexudus invoices (every 6 hours) toggle if you want Nexudus to update invoices when payment are received either in Nexudus or Xero every 6 hours.

  3. Make sure your Xero Location matches your Xero organization.

  4. Select the relevant Default payments account.

This Payments account should be identical to the same as the one you've defined as the default account for payment methods enabled in your location.
  1. Select the relevant financial account under GoCardless payments account if you'd like payments processed through GoCardless to be transferred to a payments account that's different from the default.
This Payments account should be identical to the same as the one you've defined as the default account for payment methods enabled in your location.
  1. Select the relevant financial account under Payment Gateway payments account if you'd like payments processed through a card payment gateway to be transferred to a payments account that's different from the default.
This Payments account should be identical to the same as the one you've defined as the default account for payment methods enabled in your location.
  1. Select the relevant Default tax rate.

  2. Select a Default invoice status for all invoices you transfer to Xero .

What does each status mean?

Draft
All invoices will be labelled as drafts in Xero.

Submitted
All invoices will be set as awaiting approval in Xero , meaning you'll need to approve them manually in Xero.

Authorised
All invoices are automatically approved and added to the relevant tabs in Xero.

  1. Enable the Use invoice period in Nexudus as the invoice date in Xero toggle.
Enabling this toggle allows you to update your invoice date in Xero to the first day of the invoice period in Nexudus.

For example, if you issue an invoice on August 29th with an invoice period starting on September 1st in Nexudus and you transfer it to Xero, your invoice will have September 1st as its date in Xero.

  1. Click the Save Changes button.


You've completed the Xero integration. You can now start transferring your invoices to Xero.


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