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:
- Syncs Invoices from Xero to RepairShopr
Check out this set up video on YouTube to see how the integration works:
Table of Contents
Head over to the App Center, click the Xero app, and you should have a button to start the authorization process.
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.
You must have an account code associated with the bank for this to work. Steps for adding a
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.
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.
* At this time we will not bulk sync historical invoices from RepairShopr to Xero
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 have a background worker that will check once a day for 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. This process works fairly consistently, however it can sometimes fail. If it does fail, it will not try again for that same payment. You would need to manually reconcile the payment in RepairShopr if this were to not sync within 24 hours of its creation.
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
Automatic Bill Creation
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.
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.
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.
If you are encountering an error preventing you from syncing an invoice that is customer related, we have a tool that let's you verify that the customer is correctly tied to its Xero counterpart from within. I want to urge caution using this and if you have questions, to please write in to support so that we can assist you if needed.
To start, head to the Customer's Customer Detail page. You will see a new icon in the upper right of the page.
Click that will take you a page where you can view the RS customer info and its Xero counterparts info on the same screen if it has a Xero id. You can also change the id manually (BE SUPER CAREFUL) and look up a customer on the Xero side from here to connect them with their RS customer.
Missing Account Code:
When a Xero account isn’t showing up in RepairShopr, it’s usually a simple fix.
1. Head to Xero > settings > chart of accounts & make sure there is an account code for each account. If a code is missing, go ahead and add it.
2. Then go back to the settings page - http://XXXXXX.repairshopr.com/xero_settings - and click the “Re-Sync Xero Accounts” link
Bank/Asset Account does not show up in Xero integration settings within RepairShopr:
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.* So to get there It would be under Account --> Chart of Accounts --> Click on the Bank account and then you can add a Chart of Account number.