Xero Integration

Xero is a powerful cloud-based accounting software that helps businesses manage their finances efficiently. If you connect Xero to multiple bank accounts and applications, you can also integrate it with Vtiger CRM. This integration enables seamless synchronization among sales, customer data, and financial records. As a result, invoices, payments, contacts, and other financial information are automatically updated across both apps, reducing manual data entry and improving accuracy.

To integrate Xero with Vtiger CRM, you first need to install the Xero app from the Add-ons page.

Key Features

The key features of integrating  your Xero account with Vtiger CRM are:

• Automatic One-way and Two-way Data sync between Xero and the following Vtiger modules - Organizations, Products/Services, Invoices, and Payments.
• Inventory Management with real-time notifications.
• Xero payments records tracking in the Vtiger CRM.

Benefits

The benefits of integrating your Xero account with Vtiger CRM are:

• Cloud-based accounting: You can access Xero data anywhere, anytime.
• Easy and customized invoicing: Sync Vtiger invoices to Xero for online invoicing. You will also be notified when your customer opens the Invoice.
• Manage your data in one place: Integrating with Xero brings all your data to Vtiger CRM.
• Eliminate Duplicate Entries: The data sync removes duplicate data entry by automatically synchronizing customer data between Vtiger and Xero.
• Enhanced Sales Decision-Making: With real-time access to financial data, including outstanding invoices and payment history, your sales teams can make informed decisions before engaging with customers.

In this article, you will learn about:

• Installing the Xero Add-on
• Configuring your Xero account in Vtiger CRM
• Mapping CRM fields with Xero fields
• Syncing Data
• Limitations and Troubleshooting Tips

Key Terminology

Follow these steps to configure Xero in Vtiger CRM:

Step 1: Authenticating Xero

Follow these steps to authenticate Xero in Vtiger CRM:

1. Log in to your CRM account.
2. Go to the main Menu.
3. Click Settings.
4. Select Xero under the Extensions section.
5. Click Authenticate your Xero Access. The Xero account login page opens.
6. Enter your Xero account credentials.
7. Click Login.

8. Click Continue Granting Access.
9. Verify your login.
10. Go to the Xero account.

11. Click Add an Organization to set up your business if you do not already have one in Xero.

12. Go back to Vtiger and click Allow Access.

Step 2: Mapping Fields

You can enable field mapping for different modules from the Xero Configuration Settings page. Go to the Field Mapping section to learn more. You can configure the field mapping for the Products and Services from the Xero Configuration Settings page.

13. Click Configure under the Field Mapping column. The Field Mapping window opens.
14. Map the field names for the Product Name and Product Number. The other fields are mapped automatically and cannot be edited.
15. Click Save.

Step 3: Syncing Records

The sync process is as simple as a few clicks. You can enable sync Vtiger Data to Xero from the Xero Configuration Settings page.

16. Enable the checkboxes next to the module names to sync them with Xero.
17. Select the Sync Direction from the following options:
    1. Xero to Vtiger: This is a one-way sync. It moves Xero data into Vtiger CRM.
    2. Vtiger to Xero: This is a one-way sync. It moves Vtiger data into Xero.
    3. Both Ways: This is a two-way sync. It transfers data between Xero and Vtiger CRM.

Note:

• If the Sync Direction is Xero to Vtiger, the items in Xero's Inventory module are added to the Products module in Vtiger.
• When a Quote is created or updated in Vtiger, it is automatically synced with Xero.
• If a Quote is converted to an Invoice in Xero, it will be updated in Vtiger accordingly.
• If a Vtiger Invoice does not contain a Contact Name or Organization Name, you cannot sync it with Xero.
• If a line item does not have an item name while syncing invoices from Xero to Vtiger, an invoice record with the name ?????? is created in Vtiger. 
• If an invoice synced from Vtiger to Xero includes a Group Discount, it is skipped, and a skipped error message is displayed. This is because Xero does not support group discounts.
• If a Vtiger invoice includes a Group Tax, all selected taxes in Vtiger should be available in Xero as a Combined Tax. If not, the Invoice is skipped, and a skipped error message is displayed. 
• Only Sales Invoices are synced from Xero to Vtiger.
• Individual discounts from Vtiger are mapped to their corresponding line-item discounts in Xero.
• Since Xero only supports individual taxes, you must create invoices with the tax type set to Individual.
• If Deducted Taxes are enabled on a Vtiger invoice, the Invoice is skipped, and an error message is displayed. 
• If an Xero invoice only lists charges and does not include an item name, its unit price is mapped to Vtiger Shipping Charges, and related taxes are mapped to Vtiger Shipping Taxes.
• Shipping & handling charges from Vtiger are added in Xero as a line item under Charges.

Step 4: Mapping Accounts

After you select the sync direction, you need to map different inventory accounts under the Xero Account Mapping section.

Map the following accounts from the Xero Configuration Settings page:

18. Inventory Asset Account: Select your Asset account.
19. Sales Account: Select your Sales account.
20. Purchase Account: Select your Purchase account.
21. Payments Account: Select your Payment account.

Note: These accounts will be mapped when you sync products from Vtiger to Xero.

You can also configure Xero using the steps below:

Below are a few common errors users often face during the sync process:

Invoices

Vtiger Invoices should be related to a Contact or an Organization in Xero. The Vtiger Invoice must be linked to a Contact or Organization in Xero.
Follow the steps below to link a contact or an organization to the invoice:

1. Log in to the CRM.
2. Go to the main Menu.
3. Go to Inventory > Invoices Module. The List View opens.
4. Click and open an Invoice record. The Summary View opens.
5. Click Edit.
6. In the Basic Information section, enter related Contact and related Organization information.
7. Click Save.

Note: You can perform the above action for a skipped invoice and resync data.

Vtiger Invoices may include tax values or combined taxes that are not available in Xero. Xero only accepts taxes generated within its system and does not support combined taxes. To resolve this issue, follow the steps below:

1. Log in to the CRM.
2. Go to the main Menu.
3. Go to Inventory > Invoices Module. The List View opens.
4. Click and open an Invoice record. The Summary View opens.
5. Click Edit.
6. Go to the Item Details block.
7. Remove the taxes created by Vtiger.
8. Click Save.
9. Go to the Xero Sync Log from the Invoices List View. Refer to the Viewing Sync Logs section.
10. Click Sync Now.

Vtiger Invoices has individual taxes that are not available in Xero.
Xero only permits taxes that are created within its system. You can only select one Xero-created tax for each product on an invoice. Choosing multiple taxes will result in an error during synchronization. To ensure proper tax settings, follow these steps:

1. Log in to the CRM.
2. Go to the main Menu.
3. Go to Inventory > Invoices Module. The List View opens.
4. Click and open an Invoice record. The Summary View opens.
5. Click Edit.
6. Go to the Item Details block.
7. Ensure that only one Xero-created tax is enabled at the product level. If more than one tax is present, remove the additional taxes by setting their value to 0.
8. Click Save.
9. Go to the Xero Sync Log from the Invoices List View. Refer to the Viewing Sync Logs section.
10. Click Sync Now.

Note: Invoices must include specific date fields, such as Invoice Date and Due Date, to sync successfully with Xero.

Products

Inventory Items with the Code provided are already in use (or) Account code does not exist or cannot be applied to items.
Avoid using system accounts in Xero for sales and purchase transactions, as they are locked. Selecting the wrong account can lead to financial inaccuracies. Use only appropriate non-system accounts.

To resolve this issue, follow the steps below:

1. Log in to the CRM.
2. Go to the main Menu.
3. Go to Inventory > Products Module. The List View opens.
4. Click and open a Product record. The Summary View opens.
5. Click Edit.
6. Update the Xero Sales and Xero Purchase Account fields with valid accounts as values.
7. Click Save.
8. Go to the Xero Sync Log from the Invoices List View. Refer to the Viewing Sync Logs section.
9. Click Sync Now.

Organizations

Additional people cannot be added when the primary person has no email address set in Xero.
This occurs when you attempt to add multiple contacts to an organization when the primary contact does not have an email address. To resolve this issue, follow the steps below:

1. Log in to the CRM.
2. Go to the main Menu.
3. Click Organizations under the Essentials app. The List View opens.
4. Click and open an Organization record. The Summary View opens.
5. Please verify that all related contacts have added their primary email fields.
6. If any linked contacts do not have a primary email address, update their email address, or unlink them from the organization.
7. Click Save.
8. Go to the Xero Sync Log from the Invoices List View. Refer to the Viewing Sync Logs section.
9. Click Sync Now.

Other Troubleshooting Tips

The following are the other common troubleshooting tips:

• The Please reauthenticate popup or the Token has expire - This indicates that the connection to Xero is no longer valid. You need to disconnect the current Xero account, company, or organization, and then reconnect by reauthorizing it.
• An existing contact could not be found using the specified contact details. The contact name field is required to create a new contact.
  • If a contact isn't found or created, the associated organization isn't synced with Xero. First, ensure the organization exists in Xero, as contacts can only sync if the organization is present. Also, ensure the contact name is filled in when creating a new contact.
• The Account type is invalid for making a payment to/from, which occurs when an incorrect account type is used for payments in Xero. Use a properly categorized bank or cash account for transactions to resolve this issue.
• The Payments can only be made against Authorized documents​​​​​. An error occurs when attempting to process a payment not linked to an approved invoice or bill in Xero. Check for skipped invoices during synchronization and ensure all related documents are authorized before payment.
• The Invoice is not valid for modification. An error occurs when you attempt to edit an already approved invoice, as approved invoices cannot be altered in Xero.
• The Account code or ID must be specified. An error occurs when a product on an invoice lacks an associated sales account code. To resolve this, log in to Xero, open the skipped Invoice, and provide the missing sales account information for the product.
• The No items available to sell error occurs when a product in Xero has zero quantity or isn't recognized as an inventory item. To fix this, follow the steps below:
  1. Log in to your Xero account.
  2. Navigate to Business > Products and Services.
  3. Go to the skipped product > select New Adjustment > increase the quantity on hand > and save the changes.
  4. This will make the product available for sale.
• The tax code output cannot be used with account code '312'. This error occurs when an expense account is linked to a revenue tax type. To fix this, ensure the tax code matches the account type or adjust the account to align with the tax type.
• The Only 1 item available to sell ​​​​​​message indicates that only one product unit is left in stock in Xero. To resolve this, you need to increase the stock level in Xero.
• The field 'Code' is required, but no value was sent. This error means you must enter the product code in Xero. When linking a part number to a product, ensure both the Code and Part Number are provided; otherwise, Xero will throw this error.