Fieldfolio Help

Xero integration

Pre-requisites for the Xero integration.

The Xero integration enables new orders posted to your Fieldfolio seller account to be automatically synced to your Xero organisation as invoices.

Syncing data from one application to another is complicated — we've put together this list of pre-requisites to help ensure syncing orders from your Fieldfolio account to Xero goes smoothly.

Setting up the integration

Your Fieldfolio plan

Firstly, your Fieldfolio account must have an active subscription and must be on a plan that includes access to our accounting integrations (currently the Business and Enterprise plans).

To check the status of your subscription or upgrade your plan, visit Subscription & Billing.

Your Xero organisation

When setting up the integration you'll be prompted to sign into Xero and then select the organisation you'd like to give Fieldfolio access to (this is the organisation orders will be synced to) so you should ensure you have a Xero organisation setup before starting this process.

Currencies supported by your Xero organisation

Fieldfolio can create foreign currency invoices in Xero, but can only do so if the foreign currency is supported by your Xero organisation.

Accordingly, you'll only be able to successfully setup the Xero integration if the currency of your Fieldfolio catalog is supported by your Xero organisation.

Syncing orders to Xero

Matching the order's customer to the corresponding customer in Xero

When syncing an order to Xero, the order's customer is matched to a customer in your Xero organisation in two ways:

  • First, by looking for a customer where the Xero AccountNumber matches the Fieldfolio Reference
  • If this fails, looking for a customer where the Xero Name matches the Fieldfolio Name

If Fieldfolio isn't able to find a match using either of these criteria syncing the order will fail, unless you've configured the integration to automatically create missing customers in Xero, in which case Fieldfolio will create the customer in your Xero organisation.

Matching the order's products to the corresponding items in Xero

The products in an order are matched to the corresponding items in your Xero organisation by looking for an item with a Code that matches the Fieldfolio product's SKU.

If this matching process fails for any of the products in the order then syncing the order to Xero will fail, so it's recommended that you ensure these identifiers match for all Fieldfolio products and Xero items before setting up the integration.

Calculating tax

When an order is synced to Xero, Xero calculates the total tax figure applied to an order based on the 'Tax Rate' specified for each of the items in the order.

While Fieldfolio permits setting the tax rate for a catalog (which applies by default to all products in the catalog), it's important to note that there is no synchronisation of this value between Fieldfolio and Xero. For tax to be calculated correctly for orders synced to Xero, you must ensure that the catalog's tax rate matches that set for the items it consists of in Xero, and that of the default tax rates (for both taxable and non-taxable items) set in the integration's configuration.

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