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Automate accounting with Xero
Automate accounting with Xero
Updated over 2 months ago

Seamlessly synchronize invoices from your app with Xero to automate revenue accounting management.

Xero is a distinct company not affiliated with us. For any inquiries regarding Xero's solutions, services, or pricing, please reach out to Xero directly. We do not have the authority to provide information or support on behalf of Xero.

Connect Xero

Prerequisites

  1. Have an active Xero account to integrate it with your app.

  2. Enable the same tax rate for your Xero account as the one you have set in your location. Manage taxes

  3. Clearing account, which you create in Xero must have the Account ID entered so invoice payments could be synced.

Invoices with a tax rate that does not match the tax set in your Xero account will sync as drafts without status updates.

4. Ensure that your Xero account's currency coincides with your invoices' currency.

5. Make sure that your "Sales" account in Xero has a 200 value selected in the "Code" field in Xero.

Xero configuration for the integration with Spacebring coworking space management platform

6. 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.

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

  1. Go to the Locations > Settings page > select Xero among integrations > press Connect.

  2. Grant access to the Xero organization where to sync invoices.

  3. 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.

  1. Make sure you have a ready clearing account created in Xero according to the prerequisites.

  2. 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.

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