With effect from 23 Sept 2020, Xero Integration's help documentations will only apply to existing customers or prospects that have created trials before said date.
By default, QuickBooks Commerce sends sales invoices and payments in real-time. You will also have the option to send sale invoices to different ledgers based on each of your sale channels or send invoices in a daily batch.
- How Sale invoices are sent to Xero Ledgers
- Assign Sale invoices to ledgers based on each Sale Channels
- Send Sale Invoices in batches.
QuickBooks Commerce sends invoices to Xero in "Awaiting Approval" states. For each sale order’s invoice, QuickBooks Commerce sends these details below to Xero.
| Elements in Invoice | Corresponding Response on Xero | Xero Invoice | One-way sync or two-way sync? | Sync frequency |
| QuickBooks Commerce Invoice Number | Syncs as the Invoice number (Awaiting Approval by default) | Invoice Number | One-way | Push- Immediate |
| QuickBooks Commerce Sales Order Number | Syncs as Reference only if the invoice doesn't have a reference number. | Reference | One-way | Push- Immediate |
| Bill to address | Syncs as Contact's Billing address | Contact's Address | One-way | Push- Immediate |
| Ship to address | Syncs as Contact's Shipping address | Contact's Address | One-way | Push- Immediate |
| Ship from | Doesn't sync to Xero | NA | NA | NA |
| Terms | Doesn't sync to Xero | NA | NA | NA |
| Issued date | Syncs as Invoice date | Date | One-way | Push- Immediate |
| Payment Due date | Syncs as Due Date | Due Date | One-way | Push- Immediate |
| Invoice currency | Syncs as currency ISO code | Invoice Currency code | One-way | Push- Immediate |
| Exchange Rate | Syncs as the exchange rate | Exchange Rate | One-way | Push- Immediate |
| Line item Variant SKU | Syncs as line item description (not as item SKU) | Line item description | One-way | Push- Immediate |
| Line item Price | The price will sync in the line item as a non-discounted price. | Line Item price | One-way | Push- Immediate |
| Line item Quantity | Quantity will sync in the line item as quantity. | Line Item quantity | One-way | Push- Immediate |
| Line item Discount | Discount will sync in the line item as discount rate. | Line Item discount rate | One-way | Push- Immediate |
| Line items Tax | Syncs as Tax type | Tax | One-way | Push- Immediate |
| Message to customer | Doesn't sync to Xero | NA | NA | NA |
For accounting balance:
- Invoicing a Sales Order from QuickBooks Commerce will increase Account Receivable, increase Revenue in Xero accounts.
- Shipping a Sales Order from QuickBooks Commerce will increase the Cost of Goods Sold, decrease the Stock On Hand account.
QuickBooks Commerce's Xero integration allows you to split your sales invoices across multiple sales ledgers. You can customize default settings to send sales invoices to a ledger based on:
| Settings |
Result
|
Example
|
|
Company the invoice is addressed to
|
Invoices will be sent to Xero’s ledger for each Company. This is the default option.
|
Company A & Company B made 2 orders on your website. Company A’s invoice will be sent to Xero’s sale ledger for Company A. Same for Company B
|
|
Variant SKUs in the invoice
|
Each variant in the invoice will be mapped to its Default Sales Account assigned.
|
A customer buys a red T-shirt & a blue T-shirt. Red T-shirt invoice will be sent to Xero’s ledger for Red T-Shirt. Same for a blue T-shirt
|
|
Sales channel the invoice originated from
|
Customize sending invoices to different sale ledgers in Xero based on each of the sale channels.
|
You’re running a store in the USA and a store in Canada. Invoices for the USA store will be sent to Xero’s ledger for the USA store. Same for Canada store.
|
This is a sample of how a QuickBooks Commerce's Sales Invoice sync to Xero Invoice looks like:
Assign Sale invoices to ledgers based on each Sale Channels
If you’re selling on multiple stores, QuickBooks Commerce offers the option to assign the sale invoices to different sale ledgers in Xero. For example, if you have a B2B store and a B2C store (e.g., Shopify), you can choose 1 ledger for B2B invoices and another ledger for B2C invoices.
Send Sale Invoices in daily batches.
If you have a high volume of orders per day and constantly hitting the Xero limit, QuickBooks Commerce has an option to send invoices in a daily batch for each sale channel. If you turn on this option, instead of sending invoices instantly when an order is paid, we will collect the invoices throughout the day and send them as a batch to Xero. You can choose the time when the invoices batch is sent to Xero.
When batch invoices are on for a channel, payments sync will be turned off between QuickBooks Commerce & Xero by default. You will need to mark the payment as paid manually in Xero & QuickBooks Commerce. If you want the payment to be marked as paid automatically, you can turn on the Batch Payment option on your Xero Sale Channel Settings. We will clear the payments at once for all invoices in the batch. The payment clearance will happen after daily batch invoices are sent to Xero.
