Introduction

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.

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.

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.

Configuring Xero

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

• Organizations
• Products/Services
• Invoices
• Payments

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).

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.

• 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.

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

Field Mapping

Organizations

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. 

 

2. Xero to Vtiger: Consider the below cases when you sync records from Xero to Vtiger.

 

Products/Services

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

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. 

2.  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.

Payments

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.