Overview

The Xero Integration is a one-way sync from the Assembly Dashboard to your Xero account.

Once an invoice is created, a matching invoice and customer (if the customer doesn't yet exist) is made in your Xero account.

If the customer already exists in your Xero account, the invoice sent to the client in your workspace will be matched to the customer in Xero.

From there, changes to the invoice and payments are tracked and sent to your Xero account. Each line item in an invoice is associated with either the default Sales service set up in your Xero account or with Assembly products you’ve mapped to Xero items.

Note: This is a one-way sync. Invoices created directly in Xero will not appear in the Assembly Dashboard.

App setup

1. Navigate to App Setup, and click + Add an app in the top right corner.

2. Scroll down to the Internal Apps section, select Xero, and click Install.

3. Edit the name of your app if you'd like, then click Add.

4. At the top of the page, click Connect to Xero. You’ll be redirected to the Xero sign-in page. Enter your credentials to log in. Note: You must have an admin account on your Xero to manage this integration.

5. In the Product Mapping section:

   1. If you do not yet want to sync your Assembly products to Xero, click Confirm to skip. You can update this later at any time.

   2. To automatically sync products from Assembly to Xero, check the box for Sync Assembly products to Xero. This will create and update Xero items when products are created or updated in Assembly.

6. To map existing Assembly products to your Xero items:

   1. In the Xero Items column, click the dropdown next to each Assembly product and select the corresponding Xero item.

   2. Once finished, click Update Settings.

7. In the Invoice Details section at the bottom:

   1. Check Add absorbed fees to an Expense Account in Xero if you want to track fees as expenses in a 'Assembly Fees' expense account in Xero.

   2. Check Use company name when syncing invoices billed to companies, if it is preferred to create Xero customers using the company name rather than individual client names when invoices are billed to companies.

   3. Leave both boxes unchecked if you do not want either setting enabled.

8. When you're finished configuring your settings, click Enable App at the top of the page. A callout will appear saying Xerosync is live once the sync is successful.

NOTE: Only invoices created after the integration was enabled will be synced. Historical invoices will not be included.

Testing the Integration

1. Create a test invoice in Assembly for a test client to verify the sync functionality.

2. After creating the invoice, visit your Xero account to confirm that an invoice with the desired product mapping, customer details, and other settings was created as intended.

Additional Information

• Syncs into Xero happen instantaneously on:

  • Invoice creation

  • Invoice payment

  • Invoice voiding

• The invoice number created in Assembly will transfer over to Xero.

• The tax rate created for the invoice in Assembly will transfer over to the Xero invoice.

• When an invoice is created, the sync will try to match the client to an existing customer in Xero

  • The match is based on email address. If an existing Xero customer matches the email address, then the invoice will be issued to that customer.

• If a client doesn’t match a customer in Xero, we create a new customer in Xero

  • NOTE: If there’s already a customer with a display name that matches the client name in Assembly, the sync will fail! Xero requires unique Display names.

• When an invoice is created for a company, the email used will be the one associated with the first client created under that company.

• To download your sync history as a CSV file, go to your Xero app in Assembly, click the ellipsis (⋯) in the top right corner, and select Download sync history.

• If there is an issue with your sync, you will get an in-product notification and an email notification to reauthorize your Xero account.

• When fees are passed on to the CU, we add an Assembly Fees line item so the invoice total matches the amount shown in the Assembly Dashboard.