Xero Integration

If you're using Xero as your accounting tool, you can integrate it with a couple of clicks. Read this to learn how the integration works.

Kresimir avatar
Written by Kresimir
Updated over a week ago

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This integration enables you to send invoices from Productive to your Xero account. 

Table of contents

1. Which data is mapped between the platforms?

A) Integration Settings

Xero Branding themes are manually custom mapped to Productive Document types.

For mapping Branding themes to Productive Document types, please contact us via in-app chat.

B) When copying an invoice

* If set as Manual in the Integration settings

2. How to link your Xero account to Productive

  1. Log into Productive

  2. Go to Settings > App Marketplace

  3. Find Xero and click Connect app.

A new window will open, asking your permission to connect to Xero.

As soon as you add your Xero credentials, the accounts will be connected.

3. Setting up the integration

If everything is ok, you will receive the following message and at this stage, you need to set up your integration:

After authenticating in Xero, you should now decide on integration settings (this is also done in Productive):

  • which system will generate invoice numbers

  • which system will generate invoice PDFs

  • will payments be synchronized or not (this is done only from the accounting system to Productive and not vice-versa)

  • what will be the initial invoice status in Xero upon copying

    • Draft

    • Submitted

    • Approved OR

    • Manual - meaning you define a status for every invoice when copying it

  • define which value to send to the Xero reference field

    • Invoice subject OR

    • Purchase order number

  • define Productive custom field to send to Xero internal note

    • a custom field should be added in Settings for Invoice object (for example Private note for the accountant)

    • custom field values can be added in Invoices > Table view (see screenshot below)

You can also map some or all Productive service types to Xero Accounting codes. This step is optional and please note that for all service types that are not mapped, a default Xero account will be used.

Also, note that only account codes set up in Xero as Revenue will be pulled through into Productive:

4. How to use this integration

Upon successfully integrating your Xero account with Productive, a new button will appear on your Productive invoices. 

Clicking this button will start the process of sending the Invoice to Xero. 

Select an existing customer for this current invoice, the tax rate as well as the desired status of the invoice (when set as Manual in Settings) when it gets copied into Xero.

If your tax rate is in order, your Invoice will be sent to Xero, and a PDF copy of that invoice will be downloadable in Productive.

This is how the Invoice will look like in Xero:

Copying an invoice to Xero after it has already been copied

If you've already copied the invoice to Xero and wish to update it or create a new one, open that invoice and hover over the Invoiced copied option where you will be able to Update the existing invoice or Create a new one.

By selecting Update existing, the system will update the invoice that was previously copied to Xero. If the invoice was copied to Xero several times, only the last one that was copied will be updated.

Create new will create a new invoice in Xero (a duplicate if it had already been copied).

5. Error messages

If you have chosen a wrong tax rate, invoice status, or account code, Xero might shoot back an error message similar to this:

Please double-check that everything has been set up correctly to ensure you don't encounter these issues. 

6. Payment Sync

If you mark an invoice as paid in Xero, that status will reflect in Productive as well. It is important to note that if an invoice is marked as paid in Productive, this change will not be taken into account in Xero.

To enable payments sync, go to Settings > App Marketplace and select the pencil icon to Edit the integration:

Set the switch to "On":

7. Disconnecting Xero from Productive

If you want to disconnect your Xero account from Productive, follow these steps:

  1. Go to Settings > App Marketplace

  2. Find your Xero integration

  3. Click the "trash can" icon to disconnect 

8. FAQ

Have any other questions? Please take a look at the FAQ or feel free to start a chat conversation if you have any other questions.

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