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Xero

Xero enables collaboration between your sales and accounting. 

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:

  1. Before activating the Xero app
  2. How to activate (step by step)
  3. How to use the Xero app
    • Orders & Invoices
    • Products & Items
    • Contacts & Companies
  4. What will be imported to Upsales during the initial data import?
  5. What will be imported to Xero when an order is created in Upsales?
  6. What happens when I update an order in Upsales?
  7. What happens when I create an invoice or quote in Xero? 
  8. 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 invoices from the past year are imported into Upsales. Any orders in Xero without item codes will be 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

  1. Click Settings → App directory:
    settings.jpg

  2. Click Xero in the Apps list:

    xero.jpg

  3. On the next screen, click Activate:

    mceclip1.png
  4. Select Accept terms to continue
  5. Connect your Xero account by clicking the “Click to connect” button:

    mceclip2.png

  6. Select the Xero organisation you want to use. Then press the button Allow access:
    mceclip3.png

  7. Select your Organisation in Xero:
    mceclip0.png
  8. From the dropdown menu, select the order stage you want to trigger the invoice creation from Upsales to Xero. Usually, this is 100%
  9. Select a default user to be assigned to all imported orders from Xero
  10. Select the invoice stage. When an order is set to this stage in Upsales an invoice will be created n Xero. When an invoice is created in Xero an order will be created in this stage in Upsales. Usually, this is "Completed 100%":

    mceclip3.png
  11. 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

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:

menu.jpg

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 10). Corresponding products, company, and order rows from the invoice in Xero will be imported/updated/created in Upsales. 

A Xero order will be imported to Upsales as an order when it:
  • 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

Products created in Upsales also create new items in Xero when:

  • An order has been created/updated in Upsales and is in the selected stage
  • The order contains the created product as an order row
  • The corresponding invoice hasn't  been authorised or paid 

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 Upsales

Products updated in Upsales will also update items in Xero when:

  • An order has been created/updated in Upsales and is in the selected stage
  • The order contains the updated product as an order row
  • The corresponding invoice has not 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 has been created in Upsales and is in the selected stage
  • The order contains the created company
  • The corresponding invoice has not been authorized or paid 

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 update a company in Upsales a new contact is updated in Xero when:

  • An order has been created/updated in Upsales and is in the selected stage
  • The order contains the updated company
  • The corresponding invoice has not been authorized or paid 

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:

status.jpg

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

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 the 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 is imported into 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
  • Order row

How Upsales products are imported as Xero items

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

 

How Upsales companies are 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

 

How Upsales orders are 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, or Paid.

 

How Upsales order rows are 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 Upsales when an invoice is created in Xero?

When an invoice has been created in Xero an order will be created in Upsales. This contains the Xero Items, Contacts, Invoice, and Line items

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

 

How Xero items are imported as Upsales products

Xero item

Upsales product

Xero item name Product name
Item sales price Price
Item purchase price Purchased at cost
Xero item code

Article number

Currency

Currency

 

How Xero contacts are imported as Upsales companies 

Xero Contact

Upsales Company

Contact Name Company name
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

 

How Xero invoices are imported as Upsales orders

Xero Invoice

Upsales Order

Invoice number Description
Date Close date
Invoice type ACCREC (default)
Status Draft (default)
Due date Date

 

How Xero line items are imported as Upsales order rows

Xero line item

Upsales order row

Quantity (QTY) Quantity
Unit Amount Price
Discount Discount
Description Product name

 

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

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

Orders in the configured stage will update the following fields in Xero: 

  • Items
  • Contacts
  • Invoice and line items

What is imported into Upsales when an invoice is updated in Xero?

An paid or authorised invoice will not create or update an order in Upsales. 

A non-paid or authorised invoice will update the following fields in Upsales: 

  • Products
  • Company
  • Order + order row 

FAQ

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

  • An order will be created in the configured stage (see step 10). Items, contact, and line items will also be imported. If they don't already exist in Upsales they will be created. 

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?

  • You can update the contact in Xero. If you also wish to update the corresponding company in Upsales you must also create/update an invoice in Xero with the updated contact for it to be imported to 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.
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