Xero is online accounting software. Find out more about Xero.

If you are using Xero for your business, and are selling with Airsquare, it's a great idea to get them talking to each other. By connecting Xero, Airsquare will:

Connecting Xero is really simple:

There can only be one connection between Airsquare and a Xero organisation/user combination.  If a second connection is authorised, then those connection credentials will overwrite the first. This is the way Xero works, it's not a requirement from Airsquare.

Ideally you should connect each Airsquare site to separate Xero organisations. 

However, you can create multiple Xero users for your Xero organisation and connect each Airsquare site using different Xero users. The downside of this is that the Xero API has rate limiting in place, so if the connections are active at the same time this could cause you to hit the 60 call per second limit much easier.

Any currencies you use in Airsquare, must also be added to Xero. 

By default we use the first revenue account we find in your chart of accounts. Follow these steps if you would like sales to be added to a different sales account:

Follow these steps if you would like sales to be added to a different sales account for a specific pricing tier:

You may wish to use the sales account code already set against inventory items in Xero, rather than the generic sales account (see above). If you do this, you must have set the account code for each inventory item you have in Xero, otherwise it won't work:

By default we use the first revenue account we find in your chart of accounts. Follow these steps if you would like shipping sales to be added to a different sales account:

By default we use the first revenue account we find in your chart of accounts. Follow these steps if you would like payment surcharges to be added to a different sales account:

You may have multiple currencies set up in Airsquare which settle into different bank accounts in Xero. So you need to change the bank account for PayPal payments under each currency.

You may have multiple currencies set up in Airsquare which settle into different bank accounts in Xero. So you need to change the bank account for credit card payments under each currency.

When you connect Xero we do our best to automatically choose the correct tax rates. If you need to change these tax rates, there's two places you need to look.

By default we don't create invoices for free orders. But you can by following these steps:

Once you've connected Xero to Airsquare, you can go back and create invoices for orders you've already received. You may also need to do this if Xero has disconnected for some reason:

For anything you sell in Airsquare, you'll see Xero inventory item code with a dropdown to choose any inventory code you have in Xero. Just choose the matching item code and click update. Now when invoices are created, you'll see the correct item code appear against line items in your invoices. 

Few things to note:

If you change stock in Xero, from selling items (sales invoice) or adding items (purchase order), Airsquare is never told.
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You can manually resync everything by using our resync feature:

If you want this to happen automatically (every hour) you can enable this under Account > Connected apps > Xero > Settings.

If you oversell products, we highly recommend you don't track stock in Xero and avoid resyncing. Instead use Airsquare to raise purchase orders to add stock and let us track inventory.

For products you can use the import products feature.

If the payment is made by credit card or PayPal, we use the payment gateway transaction ID. This will allow you to cross reference the payment with the charge made by your chosen payment gateway. 

If you're using our POS, and have multiple locations, you may wish to use a Xero tracking category to allow for better reporting. Against any location you can assign a Xero tracking category.

If the customer supplies an organisation as part of their billing address (not shipping address) we assume they are purchasing on behalf of an organisation and therefore use them as the customer when creating the invoice in Xero.

Xero has a flaw, it uses the contact name as a unique identifier, meaning you can't have two John Smith's. Tell them to fix it.

If a contact name already exists in Xero, we add the contact number to their name to ensure it is always unique.

If the customer pays on account or by purchase order we use the payment terms set against the contact in Xero. If no payment terms are set specifically against the Xero contact, we then use the default payment terms defined against your Xero organisation.

Few things to check:

Few things to check:

No, at the moment we always attach the Xero invoice to the order confirmation email we send to the customer. If that's a deal breaker for you, let us know.

The most likely reason you can't edit an invoice in Xero is because a payment has been logged against the invoice. Airsquare does this for you if you've nominated a bank account for the payment method used (see above).

In order to change the invoice in Xero, you'll need to first remove the payment from the invoice. You'll then be able to make changes to the invoice.

We apply the discount to the unit price directly, we don't use the discount field. The reason for this is because Xero doesn't allow enough precision on the discount %. It's limited to 2 decimal places. We really need 4 decimal places to accurately apply a fixed amount discount.

Once a payment has been made to a Xero invoice it can't be changed. The only way to change it is to remove all the payments, make the changes, and then reapply the payments. These payments may have been reconciled / locked, so we can't do this automatically.
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In the scenario of taking an initial deposit, then the balance being settled with a credit card which has a surcharge applied, we can't adjust the invoice to account for the surcharge which means Xero will throw an error saying the payment is more than the amount due.
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To resolve, you have to manually reconcile the payment in Xero, accounting for the overage as a payment surcharge. Unfortunately in this scenario, the customer won't have an invoice with the payment surcharge as a line item. i.e. their total payments won't reflect the total invoice amount. Please reach out to Xero and suggest they add this feature.

Xero can disconnect for a few reasons:

If you do get disconnected, simple re-connect following the steps above.