Xero integration

Connect Tidyflow to Xero to import your clients and tax rates, map invoice lines to your Xero accounts, push invoices across, and keep invoice payments up to date. Tidyflow connects to one Xero organisation at a time.

What Xero syncs with Tidyflow

When Xero is connected, Tidyflow can:

• Import Clients from Xero
• Import Tax rates from Xero
• Fetch your revenue accounts so invoice lines map to the right Xero account
• Push Invoices from Tidyflow to Xero
• Import Invoice payments recorded in Xero back into Tidyflow

Pushing invoices and importing payments are covered in their own sections below, because they each work in one direction and have their own trigger.

Regional client tax numbers

Xero client imports use your Tidyflow workspace’s Base country to place the contact’s tax number in the appropriate regional field. Existing values in those fields are preserved.

• Australia: the Xero tax number fills an empty ABN field.
• United Kingdom: the Xero tax number fills an empty VAT number field.
• Canada: a recognized nine-digit business number fills an empty Business number field. A GST/HST program account with an RT suffix fills an empty GST/HST account field. Other recognized CRA program accounts contribute their business-number portion to the BN field, not the GST/HST account field.

This imports stored contact information; it does not verify tax registration with a government authority. See regional functionality and workspace settings for the available client fields and business lookups.

How to connect Xero

1. Go to Settings
2. Click Integrations
3. Select Xero
4. Click Connect
5. Sign in to Xero
6. Choose the Xero organisation you want to connect
7. Confirm access

If you work with more than one Xero organisation, you choose which one to connect during this step. Tidyflow connects to a single organisation per workspace.

Set your default revenue account

The Xero integration has a Default Revenue Account setting. Tidyflow uses it for an invoice line when that line’s service type has no revenue account mapping, so nothing pushes without an account. Click Refresh Accounts to pull your latest active revenue accounts from Xero, then choose the account you want as the fallback. You can change it at any time.

How invoices sync to Xero

Pushing an invoice to Xero goes one way, from Tidyflow to Xero, and there are two ways to do it.

• On demand. Open an invoice, or select several, and choose Send to Xero. This pushes the selected invoices straight away.
• Automatically on send. Set Invoice Sync to Sync to Xero under Settings in Billing. With this on, an invoice posts to Xero as soon as it moves to sent, whether you mark it sent, send several in bulk, or email a draft. Emailing a draft moves it to sent, and it is that status change that triggers the push.

Emailing an invoice to your client does not by itself post it to Xero unless Invoice Sync is set to Sync to Xero. An invoice that has already been sent to Xero is not posted again, so re-emailing it will not create a duplicate. Xero must be connected; if the connection has expired, Tidyflow asks you to reconnect before it can post.

Import invoice payments from Xero

The Invoice payments section imports payments recorded in Xero for invoices you originally sent from Tidyflow, so their status stays up to date without re-keying. Click Sync payments now to import immediately, and Tidyflow also imports them on a schedule. This sync runs one way, from Xero into Tidyflow, and only covers invoices that were sent from Tidyflow.

Only direct payments against an invoice are imported. Credit notes, prepayments, and overpayments applied in Xero are not, and a new Xero payment is skipped when the invoice already has a payment recorded in Tidyflow. Payments recorded in Tidyflow, including online payments, are not sent to Xero.

How to disconnect or switch organisation

If you need to reset the connection or connect a different organisation:

1. Go to Settings
2. Click Integrations
3. Open Xero
4. Click Disconnect

This removes the Xero connection from Tidyflow. You can reconnect at any time and choose a different Xero organisation.

Need help?

If you run into issues, contact support and include the invoice number or screenshots if possible.