Syncing data with Xero

This guide provides a comprehensive walkthrough for syncing data between Salesforce and Xero, ensuring efficient management of accounts and invoices. It highlights key steps, such as setting up accounts, syncing invoices, and troubleshooting common sync errors. By following this guide, users can streamline their processes, reduce manual data entry, and enhance their overall financial workflow, making it an essential resource for anyone looking to integrate these two platforms effectively.

Timothy Gentet-Kell-O'Brien
28 steps
2 minutes

Salesforce

Xero

Metisphere

The following Steps assumes that XIS Fields and Buttons have been added to Page Layouts. Please reference Step 7 [here](https://scribehow.com/o/m_XuFQ5XTvKDkr9dAtK6nQ/page/Xero_Integration_Services_XIS_Installation_and_Setup_Instructions__WYb-kqlhT_aNq4mVL8iqKA?referrer=documents)

Navigate to your Salesforce Org

Click on the App Launcher

Type "Sales", or the Name of an internal App where you have an Accounts Tab

Click "Sales", or the Name of your App

Click "Accounts"

For this example we are going to create a new Account, you can skip to Step 9 if you already have an example/test Account to sync

Click here.

Fill in all required fields, this will differ depending on your setup.

Click "Save"

Before you sync, please ensure you have checked over the standard Xero fields, such as the Payment Terms, Default Accounts, Default Tax Rates, as well as defining a Billing Email as this will be used to email Invoices later

Click "Sync with Xero"

Click "Send to Xero"

Wait a second or 2 and you should see a Green confirmation message once the record is synced. You will also notice the "Contact Id" has been populated (if you have added it to the layout), as well as the "Open in Xero" Formula field

Click "Related"

Click "New"

Fill in all necessary fields, then use the "+" icon button to the right to add Line Items to the Invoice. If you have made a mistake, you can also use the recycle bin icon button to remove a line item.

Once you have completed all necessary fields, ensure you check the "Start Sync to Xero" if you want the Invoice to sync straight away

Click "Save"

A Sync Error

Sometimes you will get sync errors, this could be due to your setup. The below example is where the Product has not yet been synced out to Xero. Follow these steps to allow you to Sync the Product, then to re-attempt to Sync the Invoice.

The "Sync Error" field is where it will show you that there was a Sync Error.

Click on the Invoice Line Item where the Product Sync error occurred from (if you know it)

Click on the Product

Click "Sync with Xero"

Click "Send to Xero"

You should see a confirmation message once the sync has compelted

Go back to your Invoice Record and click on the "Sync with Xero" button

Click "Send to Xero"

If the Invoice has synced, you should notice some more data appear on the Invoice. Out of the box, the tool will request that Xero populates as much data as possible. This is due to us not wanting to dictate how a Finance tool runs the logic that it was built for.

To check the Invoice data has synced to Xero click on the "View Invoice" Link

A new Tab should open with the Invoice Record in Xero. Check all of the details are correct

To test the sync back to Salesforce, first of all click "Approve & email", then follow the process to send the Email

After a short period, go back to the Invoice in Salesforce and you should notice that some of the fields have updated. In this example the "Sent to Customer" checkbox has been checked and the Status has updated

Syncing data with Xero

Timothy Gentet-Kell-O'Brien
28 steps
2 minutes

Salesforce

Xero

Metisphere

Navigate to your Salesforce Org

Click on the App Launcher

Type "Sales", or the Name of an internal App where you have an Accounts Tab

Click "Sales", or the Name of your App

Click "Accounts"

For this example we are going to create a new Account, you can skip to Step 9 if you already have an example/test Account to sync

Click here.

Fill in all required fields, this will differ depending on your setup.

Click "Save"

Click "Sync with Xero"

Click "Send to Xero"

Click "Related"

Click "New"

Once you have completed all necessary fields, ensure you check the "Start Sync to Xero" if you want the Invoice to sync straight away

Click "Save"

A Sync Error

The "Sync Error" field is where it will show you that there was a Sync Error.

Click on the Invoice Line Item where the Product Sync error occurred from (if you know it)

Click on the Product

Click "Sync with Xero"

Click "Send to Xero"

You should see a confirmation message once the sync has compelted

Go back to your Invoice Record and click on the "Sync with Xero" button

Click "Send to Xero"

To check the Invoice data has synced to Xero click on the "View Invoice" Link

A new Tab should open with the Invoice Record in Xero. Check all of the details are correct

To test the sync back to Salesforce, first of all click "Approve & email", then follow the process to send the Email