Xero – Upsales Help Center

Xero is an all-in-one accounting software designed to make life easier for small businesses. Work seamlessly with your orders and invoices in Upsales together with Xero.

Who should use the Xero standard app?

Any sales organisation working with Upsales and using Xero to manage accounting. The Xero app:

Automatically creates an invoice in Xero when your sales rep has closed a deal in Upsales

If you're new to Upsales and already have customers, products, and invoices in Xero, you'll be ready to get selling much quicker. That's because we import all that data into Upsales when you activate the app.

This article covers:

Before activating the Xero app
How to activate (step by step)
How to use the Xero app
What will be imported to Upsales during the initial data import?
What will be imported to Xero when an order is created in Upsales?
What happens when I update an order in Upsales?
What happens when I create an invoice or quote in Xero?
FAQ

Before activating the Xero app

The 4 steps below are crucial to avoid the risk of duplicates appearing in your Upsales account. Always complete them before activating the app.

1. Deactivate products in Upsales
Deactivate products in Upsales that you already have in Xero. If not, we will create duplicates when importing them to Upsales during app initialisation.

2. Remove unused companies in Upsales that exist as contacts in Xero
Already got lots of company data in Upsales? The app might generate duplicates during initialisation as it imports contacts from Xero. This is not a problem. You can merge duplicates in Upsales using the duplicate merge tool after app setup.

3. Add item codes to invoices in Xero
When activating the Xero App we import your invoices from the past year into Upsales. If you have orders in Xero without item codes, these get imported to a product in Upsales called "Xero product without item code". The description will be imported into the field called "Xero description". Want your order statistics to be up-to-date? Make sure all order rows in Xero have an item code before activating the app.

4. You need to be a system administrator in Upsales to be able to set up the app

How to activate Xero app

Click Settings → App directory:
Click Xero in the Apps list:
On the next screen, click Activate:
Select Accept terms to continue
Connect your Xero account by clicking on the “Click to connect” button:
Select the Xero organisation you want to use. Then press the button Allow access:
Select your Organisation in Xero:
From the dropdown menu, select the order stage you want to trigger the invoice creation from Upsales to Xero. Usually this is 100%.
Select a default user to be assigned to all imported orders from Xero.
Select the invoice stage in Upsales that should export the order to Xero. Usually this is "Completed 100%":
Save - Your app will now initialise.
App initialisation will import companies, orders, products, and currencies from Xero to Upsales. During the import you can still use Upsales.

After initialisation is completed, update products in Upsales only
New products created in Xero after initialisation won't appear in Upsales. Products are updated/created in Xero when orders containing the updated/new product is imported from Upsales to Xero.

How to use the Xero app

Create order in Upsales

When your sales rep makes a sale in Upsales, they update the order stage to 100% (won). This triggers the order for export to Xero as a draft invoice.

The specific stage that triggers this is the one you set up when activating Xero.

Update order stages on the sales board, with columns from Fallback to Won (left to right)

An Upsales order will be exported to Xero as a Draft invoice when it's:

In a configured stage
Doesn't have a negative value
Has a currency that exists in Xero

Order status

Sometimes the order fails or takes time to process. To check if an invoice has been created/updated in Xero, use the app status on the order card or in the order list view.

Status on the order card

Status in the list view

Editing orders

Want to edit the order by adding a price or company address? Do this in Upsales. After updating, save the order in Upsales again. This triggers updates to apply to the invoice in Xero.

An Upsales order will be updated in Xero as a Draft invoice if:

The order is in a configured stage
The order doesn't have a negative value
The order has a currency that exists in Xero
The corresponding Xero invoice is not Authorised or Paid

Authorise & Pay invoice in Xero

When you authorise or pay an invoice in Xero the order will no longer be editable in Upsales.

What will be imported to Upsales during the initial data import?

After activating the app your Products, Contacts, and Invoices will be imported to Upsales.

These are the fields included in the import. Each Xero field listed in the left columns will be imported to Upsales as described in the right columns.

Xero items imported as Upsales products

Xero item	Upsales product
Xero item ID	Custom field: Xero product ID
Xero item name	Product name
Item sales price	Price
Item purchase price	Purchased at cost
Xero item code	Article number
Currency	Currency

Xero contacts will be imported as Upsales Companies

Xero contact	Upsales company
Contact Name	Company name
Xero Contact ID	Custom field: Xero Contact ID
Phone/Mobile (Phone is default)	Phone
Postal/Street Address	Postal/Visit Address
Postal/Street Postcode	Postal/Visit Postcode
Postal/Street City	Postal/Visit City
Postal/Street State	Postal/Visit State
Postal/Street Country	Postal/Visit Country
Website	Website

Xero invoices will be imported as Upsales orders

Xero invoice	Upsales order
Invoice number	Description
Invoice ID	Custom field: Xero invoice ID
Date	Close date

Xero Line Items will be imported as Upsales Order Rows

Xero line item	Upsales order row
Quantity (QTY)	Quantity
Unit Amount	Price
Discount	Discount

What will be imported to Xero when an order is created in Upsales?

When an order has been created in Upsales an invoice will be created in Xero. This contains the Upsales product, company, order, and order row.

Each Upsales field listed in the left column below will be imported to Xero as described in the right column below

Upsales products will be imported as Xero ptems

Upsales product	Xero item
Product name	Xero item name
Price	Item sales price
Purchased at cost	Item purchase price
Article number	Xero item code
Currency	Currency

Upsales companies will be imported as Xero contacts

Upsales Company	Xero Contact
Company name	Contact Name
Phone	Phone/Mobile (Phone is default)
Postal/Visit Address	Postal/Street Address
Postal/Visit Postcode	Postal/Street Postcode
Postal/Visit City	Postal/Street City
Postal/Visit State	Postal/Street State
Postal/Visit Country	Postal/Street Country
Website	Website

Upsales orders will be imported as Xero invoices

Upsales Order	Xero Invoice
Description	Invoice number
Close date	Date
ACCREC (default)	Invoice type
Draft (default)*	Status
Date	Due date

* If an invoice is paid in Xero, the order will be updated in Upsales. The field Xero Invoice Status will be updated with: Draft, Authorised, Paid.

Upsales order rows will be imported as Xero line items

Upsales order row	Xero line item
Quantity	Quantity (QTY)
Price	Unit Amount
Discount	Discount
Product name	Description

What will be imported to Xero when an order is updated in Upsales?

An order not yet in the configured stage will not create or update in Xero.

An order in the configured stage will update the following fields in Xero:

Products
Company
Contact
Order + order row

What happens when invoices or quotes are created in Xero

No data is imported into Upsales. A two-way update of your data will soon be available with the Xero Premium app.

FAQ

When an invoice is created in Xero. What happens in Upsales?

Nothing. Xero Standard app does not import invoices or quotes from Xero to Upsales.

I create an order in Upsales with a new currency. Will an invoice be created in Xero?

No. First, you need to add the new currency in Xero. Then you can create an order in Upsales with the new currency.

I create an order in Upsales with a new product. Will an invoice be created in Xero?

Yes.

I need to update the Item Code on my products in Xero. Where should I do that?

Update them in Upsales by changing the Upsales article number. If you change the Item code in Xero, Upsales will overwrite the item code with the article number from Upsales.
The changes only take effect in Xero after an order with the updated article number has been created or updated in Upsales.

I need to update the Contact in Xero. Where should I do that?

In Upsales. If you update the company in Xero, Upsales will overwrite the contact in Xero with the Company information from Upsales. Changes only take effect in Xero after an order with the updated company has been created or updated in Upsales.

When I change the address of a Company in Upsales, will the Contact in Xero also be updated?

No. Only when you have created a new order or re-saved an existing order in Upsales containing the updated Company will the changes take effect in Xero.

Why do I receive this error when I create an order on a new company in Upsales?
"The contact name Upsales Nordic AB is already assigned to another contact. The contact name must be unique across all active contacts."

Upsales Nordic AB already exists on Xero. However, in Upsales it does not have a Xero_Id. Add a Xero_Contact_Id to the existing company on Upsales.

The company/order in Upsales has Xero_id/invoice number but still can’t be synced to Xero

Please go to app settings and see which tenant you are connected to. The entity you're trying to sync/update should belong to the connected Tenant in Xero.

Who should use the Xero standard app?

Before activating the Xero app

How to activate Xero app

After initialisation is completed, update products in Upsales only