XERO INTEGRATION

Xero integration
from the checkout to the ledger,
without keying anything twice.

We connect websites and online stores to Xero so orders, payments, contacts and GST land in the accounts the moment they happen. We plan the data that should move, build the connection on the platform the website already runs on and keep it running once it is live.

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In brief

Emote Digital is a digital agency in Hawthorn, Melbourne, founded in 2001. We connect websites and eCommerce stores to Xero, the cloud accounting platform, so orders become invoices, payments are matched and customer records stay in step without manual entry. Integrations are built on the platform the website already runs on, with two way sync where the operation needs it. A two way Xero connection appears in the Mental Health First Aid Australia case studies on this website.

The integration

Accounting that keeps pace with the website.

Xero suits businesses that want the website and the accounts to agree without someone keying in both.

What moves between them

Orders become invoices, payments are recorded against them, customers are created or matched as contacts, and products, tax rates and tracking categories are mapped so every line lands in the right account.

One way or two way

A one way push from the website to Xero covers most online stores. Where orders are edited, refunded or paid later in Xero, a two way sync carries those changes back so both systems show the same status.

Built on your platform

The connection is built on the platform the website already runs on, using a proven connector where one fits and a custom integration against the Xero API where the rules are particular to the business.

What we do

Xero integration scoping, build and support.

A connected set of decisions, shaped around the way orders and money move through the business.

Integration scoping

Map the order, payment, refund and customer events that should reach Xero, and agree who owns each record.

Account and tax mapping

Match products, shipping, discounts and GST treatments to the right Xero accounts, items and tracking categories.

Connector or custom build

Configure a proven connector where it fits, or build against the Xero API where pricing tiers, approvals or part payments need their own rules.

Two way sync

Carry order status, payment and credit changes made in Xero back to the website so staff and customers see the same picture.

Testing and reconciliation

Run real order scenarios end to end and check the bank, payment gateway and Xero totals agree before launch.

Monitoring and support

Watch the sync, handle API limits and failed records, and keep the connection working through platform and plugin updates.

Buyer context

Why businesses connect Xero to the website.

A Xero integration has to suit the people, systems and operating conditions around it.

No rekeying of ordersInvoices that match the checkoutGST handled onceFaster month endCustomer records in one placePayouts reconciled sooner

Xero connectors vary in what they sync and how they handle edits, refunds and tiered pricing. We help determine where a standard connector is enough and where a custom integration earns its place.

Keep the accounts in Xero. Keep the selling on the website.

The value of a Xero integration is not in moving every field. We define the records that matter to finance, send them cleanly and at the right moment, and leave the website to do the selling and Xero to do the accounting.

Takeover and improvement

Already connected to Xero?

We can assess the current connector, the account and tax mapping, how refunds and edits are handled, where records fail and how the sync is monitored. We can help identify what is working, what is creating double handling and which changes deserve priority.

Failed sync diagnosisAccount and GST mapping reviewRefund and credit handlingConnector replacementAPI limit and queue handlingReconciliation checks

Talk to us

Connecting Xero? Talk it through with us.

Thirty minutes on the orders, the accounts and what it would take to connect or fix the sync.

Book a meeting

Approach

Six steps from understanding to improvement.

Formal Discovery may be appropriate for complex pricing, several sales channels, part payments or a connection that also involves a CRM or ERP.

Understand

Establish how orders, payments, refunds and customer accounts work today, who uses Xero and for what, and which other systems touch the same records. We also review any existing connector so its gaps and habits are understood before planning.

Plan

Define the events that trigger a record in Xero, the direction of each sync, the account, item and tax mapping and the rules for edge cases such as part payments, vouchers and credit notes. Connector or custom build is agreed first.

Design

Design the data model and the staff experience around it. Order statuses, invoice numbering, contact matching and the handling of failures are specified so finance and customer service know what to expect and where to look.

Develop and connect

Configure the connector or build the integration against the Xero API, including authentication, queuing and retries. Mapping and rules are documented so the connection remains easy for the team to understand and for us to support.

Test and launch

Run the real scenarios end to end: new customers, repeat customers, discounts, shipping, refunds and payment timing. Totals are reconciled against the gateway and the bank before the sync is switched on for live orders.

Support and improve

Monitor the sync after launch, clear failed records, handle API limits and keep the connection working through website, plugin and Xero changes. Improvements follow what finance and operations find in daily use.

Questions

Xero integration questions, answered.

Orders as invoices, payments against those invoices, customer contacts, products as items, shipping and discount lines, and GST treatments. Tracking categories can be set so sales report by channel or region.

It can. A one way push covers most stores. Where staff edit, refund or receipt orders in Xero, a two way sync returns those changes to the website so both systems show the same status.

We are platform agnostic. The connection is built on whatever the website already runs on, using a proven connector where it fits the rules of the business and building against the Xero API where it does not.

They are defined up front. Refunds usually become credit notes against the original invoice, and part payments are recorded as they arrive, so the invoice balance in Xero matches what the customer owes.

Failed records are queued, logged and retried, and someone is alerted. When Xero limits API calls on a busy day, the queue works through the backlog so every order is reconciled.

Yes. We review the connector, mapping and failure handling, fix what is causing double handling and replace the connector where it cannot meet the rules of the business.

Start a conversation

Talk to us about your Xero integration.

Connecting a new store, fixing a sync that keeps failing or adding Xero to a website that already runs the business?