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 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:
   
   
   
2. Click Xero in the Apps list:
   
   
   
   
3. On the next screen, click Activate:
   
   
4. Select Accept terms to continue
5. Connect your Xero account by clicking the “Click to connect” button:
   
   
   
   
6. Select the Xero organisation you want to use. Then press the button Allow access:
   
   
   
7. Select your Organisation in Xero:
   
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%":
    
    
11. If you use product bundles in Upsales, you can specify how you want Upsales to send the bundles to Xero.

    Show only bundles: The product package is read over to the invoice without the article number with quantity and price.
    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.
    Show bundle and sub-products: The 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.

    NOTE: Changes made to the order rows in the ERP integrations are not guaranteed to sync correctly to Upsales since we have to make assumptions based on how we sync the bundle to the ERP.

    Not recommended to have the same product both in a bundle and outside the bundle in the same order

12. 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:

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. 

• 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 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:

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 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?

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