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

To get started, visit Accounts & Settings.

Connecting your Xero organisation

The first step in setting up the integration is to connect your Fieldfolio account to the Xero organisation to which you want to sync orders created in Fieldfolio.

Under Integrations, clicking Connect in the Xero panel will launch a popup window where you'll need to login to your Xero organisation to grant Fieldfolio access to it.

Organisation currency compatibility

Fieldfolio can only sync orders to Xero when the currency of the order is available in your Xero organisation, either as the base currency or as an added foreign currency.

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

Selecting the default sales account

When creating an item in Xero it's necessary to specify an account to use as the 'Sales Account' for the item. The form on this page lists all of the 'Revenue' accounts available in your selected Xero organisation.

Select an account to use as the default when creating a new item and then click Confirm to continue to the next step.

Selecting default tax rates

Creating an item in Xero requires the applicable tax rates to be specified. The form on this page lists all of the tax rates available in your Xero organisation and the rates you select here will be used when creating a new item in it.

This step requires two selections to be made:

Default tax rate

This tax rate will be used as the default when creating a new item in Xero to which tax is applied.

Default non-taxable tax rate

This tax rate will be used as the default when creating a new item in Xero to which tax is not applied.

Once you've made your selections, click Confirm to continue.

Automatically creating missing customers in Xero

When syncing an order to Xero, Fieldfolio will attempt to find the order's customer in your Xero organisation by first looking for a contact where the Xero AccountNumber matches the Fieldfolio Reference and if this fails, looking for a contact where the Xero Name matches the Fieldfolio Name.

By default, if this lookup fails syncing the order will also fail. The setting on this page allows you to specify whether Fieldfolio should automatically create any customers that can't be found in your Xero organisation, thereby increasing the likelihood that syncing orders for new customers will be successful.

Select your desired option and then click Confirm to continue.

Retrieving Stock on Hand figures from Xero

When syncing an order, Fieldfolio can optionally retrieve from Xero the Stock on Hand values for any items in the order and update Fieldfolio's own figures accordingly.

Select your desired option and then click Confirm to continue.

Note: Fieldfolio creates Draft invoices in Xero, and Xero doesn't treat stock as committed/unavailable until an invoice has been Authorised.

This means that when syncing an order to Xero, you won't see a change to the Stock on Hand figures for the products in the order right away — this change will only be reflected once the invoice has been Authorised and another order containing these products has been synced to Xero.

In summary

Setup of the Xero integration is now complete. Provided the integration remains enabled, any new orders will be automatically synced to your Xero organisation.