Xero

Synchronize billable hours to Xero, and bill your clients in a matter of minutes

Invoicing with Forecast is easier with Xero. With the Xero integration you can now send invoices through Forecast directly to Xero. Synchronize your billable hours, based on clients and rate cards, create invoices in Xero, and bill your client in a matter of a few minutes.

The Xero integration makes it even easier for depsoit invoices for upfront payments. Once activated, we automatically add a new Xero tab to all of your projects. This is where you create and manage your invoices. You can view details of previously created invoices or click an active item to go directly to the invoice in Xero. Please note, the integration does not work on Connected Projects.

This is an example of the overview you get when navigating to the Xero tab.

forecast_xero-overview

Alerts

We have four types of alert symbols as you can see from the image above.

  • Red Triangle: Not paid / Overdue
  • Yellow Triangle: Partly paid
  • Green Checkmark: Paid
  • Red Circle: Cancelled (i.e. Voided) in Xero
  • No Alert: Regular invoice coming up

Invoices and Time Registrations

  • Billed time is locked in Forecast
  • Voiding an invoice will open time registrations in Forecast
  • Deleting an invoice will delete the invoice in Forecast

Note: Xero requires that you go through them to make any actions in your Xero account, but we made it as easy as possible. To update information between Xero and Forecast, click the Synchronize button in your Xero tab.

sync for xero 2

Deposit Invoices

Deposit invoicing, i.e. upfront payments allow your client to pay a portion of your invoice and you receive the remaining balance later.

With this integration the deposit can also be done as a percentage or fixed amount.

You can send out invoices to your clients based on your Scoping/Forecasted Price, or account for Time & Materials.

Setup

Step 1: Go to the Xero integration, click here.

Step 2: Click Enable

Step 3: Authorize the account with Xero

Step 4: Go to a project in Forecast

Step 5: Go to the Xero tab in the left sidebar

forecast_project-xero-tab

Step 6: Click the Create Invoice button to get started

forecast_xero-createinvoice

Step 7: Select items for the invoice

forecast_xero-invoice-time

At the top left of the window, you can select what should be billed on the invoice, e.g. time registrations, card titles, roles, or milestones. So, here you decide what your client sees on the bill.

At the top right of the window, you can sort the list by current month, dates, etc.

You can even give discounts on specific items by typing a percentage into the Discount field, and it will automatically be subtracted on your final invoice.

Step 8: At the right, check the checkboxes for the items you wish to send to the invoice in Xero. You can also check all of them at the top.

Step 9: Click Next

Step 10: Enter Xero information, i.e. invoice reference, invoice client, invoice account, and invoice due date.

Step 11: Click Send

You'll now be sent to Xero to review the invoice draft. Continue as you normally would, approve the invoice, register received payment, etc.

Remember, to update information in your Xero tab, you need to click the Synchronize Existing Invoices button, and approve the action on the following page in Xero.