Xero Integration - General Information

Introduction

This user guide explains how to integrate Joblogic (JL) with Xero (accounting software) in order to streamline your accounting and field service operations. This integration enables users to synchronise invoices, financial codes and customer data seamlessly, reducing manual effort and enhancing financial accuracy.

Benefits of the Integration

• Seamless Invoice Transfers: Automatically push invoices from Joblogic to Xero, ensuring up-to-date financial records.

• Consistent Data Management: Keep customer and supplier information synchronised across both systems to prevent discrepancies.

• Reduced Manual Effort: Minimise data entry and lower the risk of human error.

• Real-Time Financial Insights: Gain instant access to accurate financial data for better decision-making.

• Enhanced Cash Flow Tracking: Easily monitor payments, expenses, and outstanding invoices.

Prerequisites

• Before you begin, ensure the following:

• You have an active JL account.

• You have an active Xero accounting software account

• You have administrative access to both platforms to authorise the integration.

• All customers, suppliers, and invoices are up to date in both systems to avoid data mismatches.

Key Features and Functionality (An Overview)

1. Invoice and Payment Syncing

Once an invoice/payment is approved within Joblogic, it can be pushed to Xero with a single click.

Ensure that tax codes and invoice details within your JL match your Xero standards and settings.

2. Customer Data

Automatically sync customer records, eliminating the need for duplicate entry.

Updates in one platform are reflected in the other.

3. Financial Reporting

Leverage Xero’s reporting capabilities to generate profit-and-loss statements, balance sheets, and tax reports using synced data from Joblogic.

See the ‘What can be synced (in more detail)’ section of this guide for a fully detailed account of this.

The Integration Process

1. Enable Xero Integration within Joblogic

Log in to your Joblogic account.

Navigate to Settings > Account Integration.

Locate the ‘Xero Integration’ option and click ‘Connect to Xero’.

A pop-up will appear requesting your Xero login credentials.

2. Authorise Joblogic within Xero

Enter your Xero credentials and log in to your Xero accounting account.

Within Xero, authorise JL to access your data by following the on-screen prompts.

Grant permissions for the following:

• Customer data

• Invoice management

• Tax configurations

Once authorisation is completed, Joblogic will confirm the integration.

3. Sync Data Between Joblogic and Xero

Navigate back to JL and access the Xero Sync area under ‘Account integration’

Select the data that you wish to sync:

• Invoices/payments – sync from Joblogic to Xero

• Customers: Sync between Joblogic and Xero in both directions. However, a customer will only sync from Joblogic to Xero if they have an approved invoice that is not yet in Xero.

• Tax and nominal codes – transfer existing financial code settings within your Xero for use against invoices within your Joblogic

Click ‘Sync Now’ to initiate the process.

Note: on your first sync it would be best to only sync customers and/or tax and nominal codes to allow for set of these from one system to another. See the ‘What can be synced (in more detail)’ section of this guide for a fully detailed account of this.

4. Check the Sync Between Joblogic and Xero

Double-check that the tax and nominal codes have been transferred correctly within the settings area of your Joblogic

Double-check that the customers within each system have transferred correctly

Double-check that the invoices within Xero have transferred correctly

5. Configure Automatic Sync (Optional)

Navigate back to JL and access the Xero Sync area under ‘Account integration’.

Enable the Automatic Sync option to schedule data transfers at specific intervals (e.g., daily, weekly, monthly).

Review and confirm your sync schedule.

6. Test the Integration

Before going live:

• Create a test invoice in Joblogic.

• Check if the invoice appears correctly in Xero under the designated accounts/customer.

• Verify customer details, tax codes, and payment records.

7. Monitor and Maintain

• Regularly review the sync logs in Joblogic to ensure there are no errors.

• If any issues occur, Joblogic will display error messages. Resolve these by checking the customer data, tax codes, or payment settings.

Best Practices

• Perform a manual sync at the end of the day to ensure all data is updated.

• Regularly review your integration settings to ensure that synced data is accurate.

• Enable notifications in Joblogic to get alerts about sync errors or integration updates.

• Regular Data Audits: Periodically check for duplicates and mismatched data between Joblogic and Xero.

• Consistent Tax Codes: Always ensure tax codes are aligned across both systems.

• Backup Data: Maintain regular backups of financial data to prevent loss during sync errors.

• Team Training: Train your team to understand the integration workflow and troubleshoot minor issues

Troubleshooting

Sync Errors

• If a sync fails, check the error message displayed within Joblogic’s ‘Sync History’ under settings. Common issues include:

• Missing/incorrect tax codes: Ensure all tax settings are correctly set against invoices.

• Duplicate customer records: Merge duplicate customers in Xero or Joblogic before retrying the sync.

Authorisation Issues

• If the integration is not authorised within Xero, restart the connection process and reauthorise JL

Support

For assistance, contact Joblogic Support at support@joblogic.com or Xero’s Support here

FAQs

• Can I sync historical data?

Yes, historical invoices and customer data can be synced during the initial setup process.

• How often should I sync data?

Automatic syncing is recommended to keep records up to date, but it can also be performed manually at the end of the month, weekly, or daily, depending on your preferences.

Further General Information

What can be synced (in more detail)

The Xero integration has the ability to sync customers, tax & nominal codes and invoices, credit notes & payments. However, it is important to bear in mind which way these items are able to sync between Joblogic and the accounts package.

Customers

These items can sync both ways, meaning that customers in your Xero account will sync to your Joblogic and customers in your Joblogic account will sync to Xero.

However, customers will only sync from Joblogic to Xero if an approved invoice for that customer exists in Joblogic. Any already existing customers in Xero will sync across to Joblogic providing that the customer has not been marked as inactive within the Xero package.

It is important to ensure that the details for corresponding customers match up correctly in each system in order to prevent duplicates of the customer being created.

The name, email address, account number, address, telephone and contact fields on the customer details page in Joblogic, need to match the contact information page of the customer account in Xero (contact name, email, account number, postal address, phone, primary person).

This Xero to Joblogic function tends to be used if you are new to JL and already have a Xero account with customers logged. It acts as a useful tool for logging your existing customers automatically for you in JL.

Tax and nominal codes

These will only sync from Xero to Joblogic. This means that all of the codes set up in your Xero package will be created within your Joblogic settings library, in order to allow them to be used and allocated within Joblogic.

Invoices, credit notes and payments

This only refers to sales invoices (purchase/supplier invoices cannot be transferred via the live sync) and these only sync from Joblogic to Xero.

The importance of tax and nominal codes and ensuring that they are correct

Accounts packages use tax and nominal codes in order to define and categorise different types of financial data and every accounts package typically has it’s own set of codes.

If items such as invoices, credit notes and payments are labelled within Joblogic with tax and nominal codes which do not correspond with your accounts package they will likely be rejected and fail to pass over to Xero during a sync.

It is therefore important to ensure that the correct tax and nominal codes, in accordance with those set up in your Xero account, are assigned to any invoices, credit notes and payments in order to allow them to successfully transfer from Joblogic to the accounts package.

The easiest way to ensure that this is achieved, is to conduct a tax & nominal codes sync before any codes are assigned to the invoices, credit notes and payments in Joblogic. This will ensure that those codes which correspond with your Xero package will be available to use and assign within Joblogic.

Once you have done this select Settings in your Joblogic > Library > Tax Rates/Nominal Codes as applicable.

Check that the tax rates and nominal codes populating your libraries are applicable to you and your Xero package’s code settings.

With regards to tax rates, you will likely find that the Joblogic system default tax codes of T1 (Standard rate: 20%), T0 (Zero rate: 0%) and T9 (No Tax) do not apply to your Xero accounting package. Providing that you do not already use these codes/they do not apply to you, it is advised to delete the T1 and T0 codes from your Joblogic system in order to prevent colleagues from inadvertently assigning these to invoices and credit notes. This can be achieved by selecting the code and selecting the ‘delete’ button (providing that the code is not already in use within the system).

The T9 code cannot be deleted from the system due to being a foundational code so advise users to refrain from using this code unless it is applicable to them and it exists in your Xero account as a usable code.

Once you are satisfied that the tax rates and nominal codes populating your libraries are applicable to you and your accounts package, these can then be used throughout the Joblogic system and assigned to invoices, credit notes and payments in order to allow for a successful sync to your Xero accounting package.

‘The tax type code does not exist’ (the T1 error)

There have been issues experienced by our customers in the past concerning the below tax code error when attempting to sync invoices to Xero:

Example of the error: “Standard Invoice: 190230 - The TaxType code T1 does not exist or cannot be used for this type of transaction. The TaxType code 'T1' cannot be used with account code '200'.”

This error means that the invoice attempting to be synced has the tax code T1 (the Joblogic system default for 20% VAT) assigned to at least one of it’s lines. However, the code does not exist in the Xero package as one of it’s usable tax codes causing the accounts package to reject the invoice.

Should you find this error occurring, you can resolve this by creating the tax code stated in the error (T1) in your Xero account or by crediting and re-raising the invoice(s) with the applicable tax code for your Xero package (The typical sales tax code in Xero for 20% VAT is ‘Output 2, 20% VAT on income’). Conducting the sync again following either of these two options will then pass the invoice(s) over successfully.

Alternatively, our technical support team can amend the tax code(s) against the invoice(s) to the required one in the background of the system for you but be aware that there may be a waiting time involved for the team to action this due to the technical nature of the task.

The reason that the Xero sync times out (the 30 minute limit)

The connection to Xero times out after 30 minutes of logging in as a security measure implemented by the accounts package. If a sync therefore takes a significant amount of time to process due to a high number of items, it may time out before processing them all. However, it will still process a portion of the invoices/data. This means that when there are a high volume of records to run, it can take multiple connections/logins to clear them all down.

Xero suppliers syncing to Joblogic as customers

Suppliers set up in Xero will sync across to Joblogic as customers if they are set up as an account that can receive sales invoices within Xero. This is to accommodate instances where you may charge/invoice a business which may typically act as your supplier.

If you find that suppliers in your Xero package are syncing to your Joblogic as customers, check the settings of these suppliers in the Xero account to confirm as to whether the supplier(s) which have synced have been set to be able to receive sales invoices.

Further Support

For further information or assistance with the above, contact our Support Team on 0800 326 5561 or email support@joblogic.com. Alternatively, our Customer Success Management team can be reached by emailing customersuccess@joblogic.com.

Publishing Details

This document was written and produced by Joblogic’s Technical Writing Team and was last updated on the date stated above.

Please note:

The information provided may be subject to change following updates to the system or new app releases.

Details within this guide may vary depending on your Joblogic account’s user permissions and settings or the device being used to access the platform.