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Xero Integration

Integrate with Xero and sync all your organization, product, invoice, and payment details between Xero and Vtiger.
R
Ruba
18 Dec, 2023 - Updated 5 months ago
Table of Contents

Introduction

Are you using Xero accounting software? 

Would you like to sync your Xero account with Vtiger CRM and deliver a seamless customer experience across marketing, sales, and support teams?

If you are using Xero to connect to different bank accounts and apps, you can integrate it with Vtiger CRM.  This way, you can sync your business data, like organization details, contacts, products, services, payments, etc., between your existing Vtiger CRM and Xero accounts.

So, what are the benefits of integrating Vtiger CRM with Xero?

  • Cloud-based accounting: You get access to Xero data, anywhere, any time.
  • Easy and customized invoicing: Sync Vtiger invoices to Xero so that you can do online invoicing. You also get notified in real -time when your customer opens the invoice.
  • Data in one place: Integrating with Xero brings all the data to one place - that is, Vtiger CRM.

To learn about other benefits, click here.

Installing Xero

You must install the Xero extension from the Extension Store to use it in the CRM. To access the Extension Store, you must be an Admin user.


Follow these steps to install Xero:
  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the CRM screen.
  3. Click Settings.
  4. Look for the Extensions section.
  5. Click Extension Store.
  6. Search for Xero using the search bar.
  7. Click Install
  8. Click Yes to confirm.
The extension is installed, and you can find it under the Sync option in different modules.

Configuring Xero

You can sync records between Xero and the following Vtiger modules:

  • Organizations
  • Products/Services
  • Invoices
  • Payments
Follow these steps to configure Xero:
  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to one of the modules mentioned above. You will land on the List View.
  4. Click the Sync button located on the top right.
  5. Select Xero and click Configure.
  6. Click Authenticate your Xero Account.
  7. Click Allow Access.

You will be redirected to the CRM screen.

If your instance is undeployed, then Xero integration with Vtiger will be disconnected (revoked).

Tip: Mandatory field values in Vtiger get synced only when they have values in Xero and vice versa. 

Let us consider this example - The Product Category field is mandatory in Vtiger but not in Xero. During the sync, the field maps to Xero only if it contains data. Otherwise, it fails to map and skips the synchronization process.

Syncing Records

The sync process is as simple as a few clicks. You can easily sync your organization and related records and avoid the need to enter data manually in Xero or Vtiger CRM.

Now, you can sync data in one of the following three directions:
  • Sync Xero data with Vtiger - This is a one-way sync. It moves Xero data into Vtiger CRM.
  • Sync Vtiger data with Xero - This is a one-way sync. It moves Vtiger data into Xero.
  • Sync both ways - This is a two-way sync. It moves Xero data into Vtiger CRM and the CRM data into Xero.
Note: To prevent skipping records, only sync data from one module at a time. For instance, if you're syncing Organization data, avoid starting the Invoices sync simultaneously, as some invoices may rely on related Organization records. This way, you ensure that all required data is available for syncing without skipping any records.
 
Follow these steps to set up syncing:
  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Organizations/Products/Invoices/Payments by following the paths below:
    • Main Menu > Essentials >  Organizations
    • Main Menu > Inventory > Products/Invoices/Payments
  4. Click the Sync button on the top right.
  5. Select Xero and click Settings.
  6. Allow syncing for a module by enabling the checkbox under the Enable Sync column.
  7. Choose a sync direction from the drop-down.
  8. Map your Xero account details
    • The accounts get created as a picklist field in the Products and Payments modules
    • To sync Payment records, ensure that the Payment Status is Received and the related Invoice Status is Approved/Paid/Partially Paid.
  9. Click Save Settings.
  10. Click Sync Now to see the sync log.

The number of records that were created, updated, skipped, etc., is shown in a tabular format. Click on the number to get the record details. 

Syncing a Sales Account for an Invoice

You can sync a sales account for an invoice from Xero to Vtiger and vice-versa.

During the sync process, an invoice record is created. A default line item field called Xero Sales Account is created in the invoice line items. 

The Xero Sales account field value is synced along with Xero invoices since this field maps to the account details of the Invoice received from Xero.

Unauthorizing the synchronization

If you no longer want to sync records between Xero and Vtiger CRM, you can unauthorize your Xero account. 

Follow these steps to unauthorize your Xero account:

  1. Log in to your CRM account.
  2. Click the Main Menu.
  3. Go to Organizations/Products/Invoices/Payments by following the paths below:
    • Main Menu > Essentials >  Organizations
    • Main Menu > Inventory > Products/Invoices/Payments
  4. Click the Sync button on the top right
  5. Select Xero and click Sync Log
  6. Click the Unauthorize button (shown in red) on the top right
If you wish to enable syncing again, you must reauthorize your Xero account.


Field Mapping

Organizations


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Cases to consider while syncing Organizations

  1. Vtiger to Xero: Vtiger Organizations are synced with Xero contacts. If a Vtiger organization has related contacts, they are added as related contacts in the Xero contact.
  • Primary contact related to a contact in Xero is retained even after the sync process. The order of other contacts in Xero might change.
  • Vtiger Contact Type and Vtiger Organization Type field values are set based on the records associated with the Xero contact. For example, if a Xero contact has both Invoices and Bills related to it, the Vtiger Contact Type and Organization Type are set to 'Customer & Vendor' value. 
 
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  1. Xero to Vtiger: Consider the below cases when you sync records from Xero to Vtiger.
 

Products/Services

 
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Cases to consider while syncing Products/Services

  1. Vtiger to Xero: When a user syncs Products/Services, Vtiger's products and services are added to Xero's Inventory module.
  2. Xero to Vtiger: In the case of Xero to Vtiger sync direction, all the items in Xero's Inventory module of Xero are added to the Products module in Vtiger.

Invoices

 
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Cases to consider while syncing Invoices

  1. Vtiger to Xero:
  • If a Vtiger invoice does not contain a Contact Name or Organization Name, you cannot sync it with Xero.
  • Shipping & handling charges from Vtiger are added as a line item in Xero as 'Charges'.
  • If an invoice that is being synced from Vtiger to Xero has a Group Discount, it is skipped, and an error message is shown. This is because Xero does not support group discounts.
  • If a Vtiger invoice has a Group Tax, all the selected taxes in Vtiger should be available in Xero as Combined Tax. If not, the invoice is skipped, and an error message is shown. 
  • Individual discounts from Vtiger are mapped to their respective line item discounts in Xero.
  • If Deducted Taxes are enabled for a Vtiger invoice, the invoice is skipped, and an error message is shown. 
  1.  Xero to Vtiger:
  • Only Sales Invoices are synced from Xero to Vtiger.
  • Since Xero provides only individual taxes, you must create invoices with tax type Individual.
  • If there is a line item with no item name while syncing invoices from Xero to Vtiger, an invoice record with the name '??????' is created in Vtiger. 
  • If a Xero invoice has only a Description as 'Charges' and no item name, then its unit price is mapped to Vtiger Shipping Charges and its related taxes to Vtiger Shipping Taxes.

Note:  

  • The Base Currency in both Xero and Vtiger must be the same.
  • The currency with which an Invoice is created in Vtiger must be the same as Xero currency.

Payments

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Working and Limitations

  • If there are duplicate products, services, or organizations in Vtiger, and you try to sync them with Xero, only one record is created in Xero for all the duplicates.
  • Taxes are synced from Xero to Vtiger. If you have a tax with the same name in Vtiger and Xero, then Xero overwrites the existing Vtiger tax rate.
  • Combined Taxes and Compound Taxes from Xero are copied to Vtiger as a single tax with an effective tax rate.
  •  If you like to delete all the organizations and invoices that are synced from Xero to Vtiger.
  • All the related contacts in Xero are created as contact records in Vtiger and linked to their organization.
  • If a Vtiger invoice has Shipping Charges and Shipping Tax percentage, then a Description called 'Charges' is created in Xero.
  • For both the Individual and Group tax types in a Vtiger invoice, line items must have the same tax names and tax rates available in Xero.
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