Accounting · Xero integration

Connect your operations software to Xero for invoices, bills and bank-matched payments.

Xero keeps the accounts. Your own software keeps the jobs, projects and orders behind them. The connection is made for your organisation. Sales invoices and supplier bills move into Xero with their tracking categories, and payment status returns; what flows, and which way, is scoped per project.

Share your requirements

At a glance

Connecting Xero to the rest of your business.

A business on Xero often runs timesheets, quotes or stock in separate tools; the accounts team then rebuilds each invoice by hand and guesses at the tracking category. Profit by project, branch or client then rests on guesswork, and nobody trusts it.

We write the integration for your Xero organisation, covering contacts, invoices, bills and credit notes, and leaving everything else in the software where it already works. Bank feeds and reconciliation stay inside Xero. What is possible depends on the API, your plan and your account, and we confirm each point before the build starts, not after it.

What moves

What flows between Xero and your system.

Each flow is agreed one at a time: which record, in which direction, and what happens when it fails.

Sales invoices with tracking categories

An approved order or project milestone creates a draft or authorised invoice in Xero, carrying the customer, the lines, the tax rates and your own reference number. Each line carries the tracking category for its branch or project so that reports split the way you run the business. Coding is not guessed.

Supplier bills from purchase orders

A purchase order received in full can create a bill in Xero against the matching supplier contact, with the account code taken from the item and not typed again. The accounts team sees it waiting for approval with the order reference attached, so the bill can be checked against what was ordered and what actually arrived. Short deliveries are flagged before approval.

Contacts matched, not duplicated

Customers and suppliers in your system are matched to Xero contacts before a new one is made. A buyer who is also a seller stays one entry. One name, one record, and no clean-up later.

Payment status read back

Once a bank feed line is reconciled to an invoice in Xero, the paid status and date return to your operational record. Sales stops chasing settled invoices. Nobody calls twice.

Credit notes and write-offs

A returned item or cancelled job creates a credit note against the original Xero invoice. The allocation is shown on both sides of the link so that the customer statement agrees with your own record. Statements match.

How it is built

From scoping to hand-over.

1. Scope the objects and direction

We decide with your bookkeeper which contacts, invoices, bills and credit notes are sent, and which of them Xero may send back to your software. We also agree which fields Xero may change, with tracking categories and account codes listed first. Nothing is assumed.

2. Connect and test in the demo company

Xero offers a demo company for testing, so we authorise against it and run sample invoices, bills and credit notes there before connecting your live organisation. Your books stay untouched.

3. Agree tracking categories and contacts

Matching rules cover names, rates and codes. If Xero refuses a document, it waits in a queue with the message shown in plain words, ready for someone to correct and resend.

4. Check bank feeds, then hand over

A daily comparison lists documents that exist on one side only, and you receive the mapping, the queue procedure and the steps to re-authorise the connection. The team can run it alone.

Industries

Trades that often use Xero.

Ready products

Products it is paired with.

Modules

Capabilities it connects to.

What we build

What we would build for Xero projects.

Usually in this order, starting with whatever the audit ranks first.

API and System Integration

Tally, WhatsApp, payment gateways, GST portals and your own apps sharing one set of numbers.

Learn more

Business Process Automation

Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.

Learn more

Data Engineering and Business Intelligence

Dashboards that answer the owner’s Monday questions without anyone building an Excel sheet first.

Learn more

Common questions

Questions about connecting Xero.

Will the integration replace Xero bank feeds?

No. Bank feeds and reconciliation stay in Xero, and our connection only reads the result so that your software learns an invoice has been paid.

Is the sync one-way or two-way?

Documents usually flow from your software to Xero, and payment status flows back. Two-way editing is possible for contacts. We agree a single owner for each field first.

What does my Xero plan need to include?

It depends on the API access and any limits attached to your plan and region. We check before scoping.

What happens when Xero changes its API?

We keep Xero-specific code in one place, so updates stay contained; with a support arrangement we follow announced changes and adjust the mapping.

GullySystem is an independent company and is not affiliated with Xero; the name is a trademark of its owner.

Start with your requirements

Tell us how you use Xero.

Share your requirements and an engineer will read them before getting in touch.

No obligation
A reply within one business day
Your details stay private

Start with your requirements

Seven short steps that tell us what you need. An engineer reads them before getting in touch.

Share your requirements