Xero integration

How to integrate Payaca with Xero

Matt Franklin avatar
Written by Matt Franklin
Updated over a week ago

What does this integration do?

After making the connection:

  1. When you send an invoice with Payaca an invoice record will automatically be created in Xero and marked as sent. Item and contact records will be matched or created if none exist.

  2. You can optionally import all of your contacts and items from Xero to Payaca in a single click at any time to make it super fast to create new quotes in Payaca.

Setting up Xero

Select 'Connections' from the drop down menu in the top right ๐Ÿ‘‡

This will take you to the connections page (https://web.payaca.com/connections).

Once here, click "Connect to Xero" and enter your login details.

Now choose the default revenue account (normally 200 - Sales) and confirm that the Payaca taxes align correctly with your taxes in Xero by clicking the checkbox as shown in this screenshot ๐Ÿ‘‡

Using Xero

Once connected you can always return to the connections tab to import your Xero items and contacts or disconnect your Xero account from Payaca.

Now each time you send an invoice in Payaca:

It will automatically transfer the details to Xero as below:


Q: What happens if I collect a deposit with a quote?

A: If you request a deposit an invoice will be created for the deposit and sent to Xero when the quote is accepted. Then a new invoice will be sent for each subsequent invoice created.

Q: Can my quotes and estimate details be sent to Xero?

A: Currently only invoices are sent, however, we are always looking to extend our offering and may add this in the near future.

Q: Does Payaca send information about payments taken to Xero?

A: No, this Xero will reconcile payments from the connected bank accounts with the invoice records. Invoices are marked paid in Payaca before they are reconciled in Xero so your automated invoice reminders should be setup in Payaca and turned off in Xero.

Q: I still have more questions!

A: Please click the live chat icon in the bottom right and one of the team will be happy to help.

Not created an account yet? Try Payaca for free.

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