Xero Integration

With our Xero integration, customers, invoices, payments and Purchase Orders you create in our software will automatically sync to Xero. With the setup, we also do a one-time import of all your Xero customers and inventory items.

Before you begin the integration please be sure that your Xero account is fully set up with "Tax Rates", Chart of Accounts and any other information you would like to push over to RepairShopr.


What it does:
  • Syncs Invoices and payments to your Xero account
  • Syncs New customers and updates existing customers once the invoice syncs
  • Cost of Goods Tracking, See this article!
  • Updates inventory list
  • Syncs Purchase Orders to Xero from RepairShopr
  • Creates Bills in Xero when RS PO's are finished
  • Syncs Payments from Xero to RepairShopr

Important note: sync is triggered when invoices or payments are modified, so just updating a customer does not send that information to Xero. After an invoice is modified it will sync to Xero.

What it Doesn't Do:
  • Overpayments
  • Syncs Invoices from Xero to RepairShopr

How to Connect


Head over to the App Center, click the Xero app, and you should have a button to start the authorization process.

Pro-Tip: Use the filter dropdown to locate apps quickly.



This process is a standard oauth flow that directs to the xero site to login, then back to us to confirm you approved it. Then you are redirected back to RepairShopr where you will begin the setup wizard.


How to Configure


1. Select a Revenue account for step one. This will be the account we send all of your invoices too.

2. Map your tax rates by selecting the corresponding "XERO" tax rate from the drop-down.

3. In step 3, select the default item code. This is what our system will use in the case where you have a new product or a misc item that is not listed in your Xero account.

Pro-Tip: It's best to choose a generic item like "Miscellaneous Sales". This default product is a catch-all so putting a specific part or service might be confusing down the line.




4. In Step 4, select a Bank Account - This is the account we will use to send your payments too.

5. Check the box to "Enable Xero"

6. Import Customers

7. Import Products and you are done! :)

Customer Import/Export


If you have a database of customers in Xero, you may want to sync them up to your customer database here to improve the ability of us to send the data to Xero. Since Xero requires names be unique, doing an import from Xero to our app will make sure all those names are matched up before data starts flowing.

If you skipped the import step during the initial setup you can always come back to it in your Xero settings page. Just head to Admin > Apps > Xero > Settings - and click Import Customers.

(This can't be undone, so be sure you want those contacts in your database)

To Export your customers to Xero, it just happens automatically when you create or modify invoices. Any time you touch an invoice, it queues a sync to Xero.

If you have some invoices in your account you want to send to Xero, you'll have a link 'Re-Sync to Xero' on your old invoices - just go click that on each of them.



* At this time we will not bulk sync historical invoices from RepairShopr to Xero

Payment Syncing


We have the ability to sync or not sync outbound payments, and we can also attempt to sync payments into our software from Xero.

Some users prefer to not send payments from the application to Xero and to have those payments come automatically from their bank. To use the integration in that way just check the box to "disable syncing of payments" and then check the box for "Attempt to import payments from Xero".



We will run a scheduled task in the background every few hours and if we can find a payment that doesn't exist with us, and the amount exactly matches an open invoice for the same customer in our software, we'll import it and apply it properly. If the amounts don't match we will just skip it and your finance team can reconcile them manually.

Please note that for Xero invoices with the following will not sync:

1. Invoice with $0 (e.g. empty invoices, and invoices where the line item is discounted 100 %) will not sync unless they are marked as PAID.
2. Refund invoices, or other invoices where the balance is a negative amount

Purchase Order Syncing






Yes, you read that right! It's a thing! So how does it work? Easy! 

If you're new to Xero, POs will sync automatically. If you are already a Xero user as of March 3rd, 2018, you'll want to head to your Xero Settings page and uncheck the "Disable syncing of Purchase Orders" to get it started.


You can see if your PO's are synced on the main Purchase Order page with a new column we added called "Synced."



Vendors
Vendors will sync automatically to Xero when they are created in RepairShopr. If you have vendors in Xero but not RepairShopr, they will come over when you import Xero Contacts (Customers).

Retry Sync to Xero
If you encounter an error during the initial sync, there is a "Retry Sync to Xero" action in the Actions drop down in the top right.


Automatic Bill Creation


When your Purchase Orders are moved to "finished" status in RepairShopr we will update the PO in Xero to be "Billed" status and create a Bill in Xero.

Important note: If you are setting up the Xero integration for the first time, this will be on by default. If you are a existing Xero User, we will have this disabled. Head to Xero settings and there will be a new option.


Once the feature is enabled, whenever a PO is moved to "Finished" status, the bill will be automatically created in Xero!

Troubleshooting


Although we do everything we can to make sure the integration runs as smooth as possible you still may encounter errors along the way. Here is a list of the most common ones and how you can fix them. If you don't see your error on this list please contact help@repairshopr.com and be sure to include the invoice number and a screenshot for Tech Support.

Common Errors:

Why aren’t payments being exported?

Customer Reference Errors:

Error: The Contact Name already exists. Please enter a different Contact Name.

When you see an error like this it usually indicates that the customer has been modified in some way on the Xero account. Merging customers, modifying important identifying information, or simply deleting a customer on the Xero side will throw this error. 

Payment Errors:

Error creating Xero payment. ErrorNumber:101 Error Message: Account type is invalid for making a payment to/from

Make sure that the account you specified for “Payment Account” in the Xero settings has “Enable Payments To This Account” checked in Xero. If you find that you're unable to complete the initial setup because your payment accounts aren't appearing, make sure to have an account code assigned to your bank accounts and this should resolve the issue.

Payments: 

If invoices are being created, but payments are not being created, make sure that the Xero account that is used for “Payment Account”  has “Enable payments to this account” checked in the Edit Account Details popup.





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