Setup the Xero integration to start exporting your invoices to Xero
This integration builds on the Forecast invoicing feature. For more information on invoicing in Forecast, see this article.
Table of contents
- Getting Started
- Data flow
- Importing Clients
- Importing Purchase Orders
- Exporting Invoices
- Synchronizing Invoices
- Xero Webhooks
- Frequently Asked Questions
In order to setup the Xero integration you have to have access to an admin account in Forecast and an admin account in Xero.
- Go the the Xero integration page in Forecast.
- Press the "Add" button to initiate the setup flow.
- Follow the on-screen instructions and you will end up back on the Xero integration page. The Xero organization which you have attached your Forecast company to should be named here. If it is, you are all set up and can begin exploring the functionality of the Xero integration as described below. For a more detailed explanation of how to set up the integration click here.
If you want to have multiple Xero companies attached to your Forecast company, repeat the steps from Getting Started as needed. When importing data from Xero, data from all available tenants will be shown, eg. when importing customers, the presented list of customers will be drawn from all tenants. When exporting an invoice, the Xero company that the invoice is exported to will be chosen by what customer is selected.
The Xero integration works by importing customers from Xero to Forecast and exporting Invoices from Forecast to Xero. After an invoice has been exported to Xero, any payments made to the invoice in Xero will be synchronized back to Forecast.
Once the integration is set up, the first step is to import Xero clients into Forecast. A client that exists in Xero is needed in order to be able to export invoices to Xero. The import is performed manually by going to the Clients page. In the top right of the page, you will see an "Import from Xero" button, which creates all Xero clients in Forecast unless they have already been created this way.
Note that if you create new clients in Xero and want to export invoices with those as customers, you have to import clients again.
Importing Purchase Orders
Once the integration is set up and you have at least one Purchase Order in Xero, you are able to import Purchase Orders as Expenses in Forecast. This import is performed manually by going to the project’s Budget page. In the top right of the page, you will see a “Import from Xero” button.
In the “Import Purchase Orders from Xero” modal that appears, you select the Xero purchase order that you want to import. When the purchase order has been chosen, click on “Create expense” button in the bottom right of the modal.
The “New expense Item” modal will be prefilled with information about your Xero purchase order. You can edit this information and once you choose a category, you can add the expense by clicking on the “Add” button.
Once you have set up the Xero integration and created an invoice in Forecast, you can export that invoice to Xero. You do this from the Invoices page, by clicking the "Export" button next to the invoice you want to export.
In the "Export to Xero" modal window that appears, you select the Xero customer you want to export the invoice to, and the Xero account you want on each line in the invoice. When these have been chosen, click on the "Export" button in the bottom right of the window.
Once exported, you can click the Xero icon on an invoice to be redirected to the exported invoice in Xero.
Once you export an invoice from Forecast, that invoice is un-editable in Forecast. Conceptually, exporting an invoice is handing over control of that invoice to Xero. Any changes made to the invoice, its entries, and payments, in Xero is imported back in Forecast on synchronization.
To synchronize your exported invoices, navigate to the invoices page and click the "Synchronize" button in the top-right of the page.
Changes to linked invoices and clients in Xero will be reflected in Forecast via Xero's webhooks. For invoices this applies to:
- Date, Due date, Currency & invoice reference
- Invoice entry changes (quantity, unit price, tax, discount) and new/removed entries
- Invoice payment changes (amount) and new/removed payments
For clients this applies to the fields:
You are also able to unlink the invoice from the integration that you are using to export your invoices. To do so, click on the three dot menu next to the invoice you wish to unlick and click on unlink.
This allows you to remove a link from a Forecast invoice without having to wait for too long!
Frequently Asked Questions
Q: How do I disconnect from Xero?
A: As an administrator, go to the Xero integration page in Forecast and click on "Disconnect from Xero"
Q: When does the integration synchronize data between Forecast and Xero?
A: All data synchronization is initiated manually from Forecast. Xero Contacts can be imported to Forecast from the Clients page in Forecast, and from the Invoicing page you can export individual invoices to Xero or click the "Synchronize" button to import any changes to your already exported invoices from Xero.