Xero brings collaboration between your sales and accounting, so there's no need to create an invoice for every sale

The Xero app automatically creates:

• Invoices in Xero whenever your sales rep close a deal in Upsales
• Invoices in Upsales whenever invoices are created in Xero 

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
  • Orders & Invoices
  • Products & Items
  • Contacts & Companies
• What will be imported to Upsales during the initial data import?
• What will be imported to Xero when an order is created in Upsales?
• FAQ

Before activating

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 you already have in Xero
Prevents duplicates when importing. 

2. Remove unused companies in Upsales that exist as contacts in Xero
Maybe you've already got lots of company data in Upsales. 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, all sales invoices in Xero are imported into Upsales, however old they are. Any orders in Xero without item codes will be imported to a product in Upsales called "Product without articleNo". The description will be imported into the order row field "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

1. Click Settings → App directory:
   
   
   
    
2. Click Xero in the Apps list and click Activate:
   
   
    
3. Select Accept terms and Click to connect to connect your Xero account:
   
   
    
4. In Xero, click Allow access to connect your organization to Xero, and you'll be taken back to Upsales
5. Select the organisation to connect with Xero, and select the order stage (usually 100%/closed) you want to trigger the invoice creation from Upsales to Xero:
   
   
    

6. Select a default user to be assigned to all imported orders from Xero, and if you have product bundles, select how these should be shown in Xero:

   • Show only bundles
     Product package is read over to the invoice without the article number with quantity and price
   • Show bundle and sub-products
     Product bundle is synced over to Xero without the article number with quantity and price and all sub-products are synced over with quantity and price 0
   • Show sub-products only
     All sub-products present in the product bundle are synced over to Xero with the correct quantity and price and respective article number  
     
     NOTE: Changes made to  order rows in the ERP integrations are not guaranteed to sync correctly. This is because Upsales has to make assumptions based on how we sync the bundle to the ERP. It's not recommended to have the same product both in a bundle and outside the bundle in the same order

   
   
    

7. Click Continue and then select whether to start the import from Xero, importing companies, orders, products, and currencies to Upsales. During the import, you can still use Upsales:
   
   

After the import, add new products as items in Xero first. Orders sent from Upsales find the Xero item whose item code matches the product's article number. Upsales does not create or update items in Xero.

How to use the Xero app

Orders & Invoices

Create an 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.

An Upsales order will be imported 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

Create an invoice in Xero

An order will be created in Upsales in the configured stage (see step 5). Corresponding products, company, and order rows from the invoice in Xero will be imported/updated/created in Upsales. 

• Doesn't have a negative value
• Is not paid

Update an order in Upsales

When updating order in Upsales: if the order has already been imported to Xero from Upsales it will also be updated in Xero. Products, company, order, and order row information will be updated. 

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

• Order is in a configured stage
• Order doesn't have a negative value
• Order has a currency that exists in Xero
• Corresponding Xero invoice is not authorised or paid

Updating an invoice in Xero

When updating order in Xero: if the order has already been imported to Upsales from Xero it will also be updated in Upsales. Products, company, order, and order row information will be updated. 

A Xero order will be updated in Updates as an order if the: 

• Order doesn't have a negative value
• 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.

Products & Items

Items created in Xero create new products in Upsales when:

• An invoice has been created/updated in Xero
• The invoice contains the created item as a line item
• The corresponding invoice hasn't been authorised or paid  

When you update a product in Xero

When an item is updated in Xero the product is updated in Upsales when:

• An invoice has been created/updated in Xero
• The invoice contains the updated item as a line item
• The corresponding invoice has not been authorised or paid 

Contacts & Companies

Companies created in Upsales will also create a new contact in Xero when:

• An order for the company is created or updated in Upsales and is in the selected stage
• The company isn't linked to a Xero contact yet (its Xero Contact Id field is empty)

When you create a contact in Xero

Contacts created in Xero will also create new companies in Upsales when:

• An invoice has been created in Xero
• The invoice contains the created contact as a line item
• The corresponding invoice hasn't been authorised or paid 

When you update a company in Upsales

When you save a company in Upsales, its contact in Xero is updated right away when:

• The company is linked to a Xero contact (its Xero Contact Id field has a value)
• The company is saved by a user in Upsales. Changes made through the Upsales API, for example by another integration, are not sent to Xero.

The company name, phone number and billing and delivery addresses are updated on the Xero contact. Saving an order does not update an existing Xero contact.

When you update a contact in Xero

When a contact is updated in Xero the corresponding company is updated in Upsales when:

• An invoice has been created/updated in Xero
• The invoice contains the updated contact
• The corresponding invoice has not been authorized or paid 

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:

What is imported into Upsales during the initial data import?

• Items
• Contacts
• Invoices

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

What is imported into Xero when an order is created in Upsales?

How Upsales products are matched to Xero items

Each line item on the invoice uses the product's Article number as the Xero item code. The item must already exist in Xero.

How Upsales companies are imported as Xero contacts 

How Upsales orders are imported as Xero invoices

* 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, or Paid.

How Upsales order rows are imported as Xero line items

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

How Xero items are imported as Upsales products

How Xero contacts are imported as Upsales companies 

How Xero invoices are imported as Upsales orders