Seamlessly synchronize invoices from your app with Xero to automate revenue accounting management.
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Connect Xero
Prerequisites
Have an active Xero account to integrate it with your app.
Enable the same tax rate for your Xero account as the one you have set in your location. Manage taxes
Invoices with a tax rate that does not match the tax set in your Xero account will sync as drafts without status updates.
3. Ensure that your Xero account's currency coincides with your invoices' currency.
4. Make sure that your "Sales" account in Xero has a 200 value selected in the "Code" field.
5. Create the clearing account in Xero to which payments for invoices from the app should synchronize, and select the "Enable payments to this account" switch. Payments will synchronize only when the invoice changes the status to "Paid" in Xero.
6. The clearing account, which you create in Xero must have the Account ID entered so invoice payments could be synced.
You can connect Xero integration for complete synchronization of invoices and invoice payments or partial invoice synchronization.
Connect integration for syncing invoices and their statuses to Xero
Go to the Locations > Settings page > select Xero among integrations > press
Connect.Grant access to the Xero organization where to sync invoices.
Select the same Xero organization from the "Organization" dropdown.
Even if no account is selected in the integration settings, all invoices will still be synchronized to Xero. Only invoice payments will not be synchronized.
Connect integration for syncing invoice payments to Xero
As soon as the integration with Xero is connected, and you have your organization selected on the Xero integration page in Spacebring, do the following to synchronize the invoice payments.
Make sure you have a ready clearing account created in Xero according to the prerequisites.
On the Locations > Settings > Xero page, select the clearing account in the "Account" field.
After this, all new invoice payments are synchronized to the clearing account in Xero. To find the synced payments, navigate to the Xero dashboard and open your clearing account's "Transactions" tab.
How Xero integration works
Once the integration with Xero is set up and the organization is selected, all newly generated invoices are automatically synchronized to Xero with real-time status updates. If the invoice status changes in the app, it's also automatically reflected in Xero. All invoices are synced to your "Sales Account" in Xero.
Once administrators select the clearing account in the "Account" section in Xero integration settings, all payments for the invoices will be synchronized to that account.
Invoices are always synced to Xero with the relevant status. Synchronizing payments depends on whether administrators selected any value in the "Account" section.
One-off transactions, such as room bookings, desk bookings, event tickets, credit packages, and shop products, are not synched to Xero.
Example of the invoice in the app:
The example of the invoice synchronized to Xero:
The example of the invoice payment synced to Xero:
What data is synchronized to Xero
The integration completes and matches Xero invoices with the data available in your app:
Xero | Company | User |
To | Name | Name |
Customer email | - | ✓ |
Invoice date | ✓ | ✓ |
Due date | ✓ | ✓ |
Invoice no. | ✓ | ✓ |
Currency | ✓ | ✓ |
Account | Sales | Sales |
Item description | Invoice item name in the app | Invoice item name in the app |
Item quantity | ✓ | ✓ |
Item price | ✓ | ✓ |
Amount | ✓ | ✓ |
Tax | Tax type (inclusive or exclusive), and tax rate. | Tax type (inclusive or exclusive), and tax rate. |
Attachment | Invoice PDF | Invoice PDF |
Status | ✓ | ✓ |
The "Go to Spacebring" link to the corresponding invoice in the app | ✓ | ✓ |
The integration syncs the following invoice statuses to Xero:
Invoice status in the app | The relevant status in Xero |
Unpaid | Awaiting payment |
Paid | Paid |
Voided | Void |
The integration syncs invoice payment in a clearing account in Xero by syncing the following data from the app:
Xero | The relevant data in the app |
Payment date | Transaction date |
Reference | Invoice number |
Contact | User name or company name |
Inv # | Invoice number |
Due Date | Due date |
Payment Amount | Paid amount |
Using this integration is only available on specific plans.
Notes
If the invoice paid initially with Stripe has been disputed and the invoice status automatically changed from "Paid" to "Unpaid," the invoice status in Xero cannot be edited. You can manage disputed payments via your app and request the customer pay for the invoice again. To learn about how to manage the disputed invoices in Xero, contact their support.
If invoice sync to Xero fails, the administrators of the location where the failure occurred receive a notification with a description of the error.