Configuring mappings (tax rates, accounts, items, tracking categories)

Before SwiftFox can generate Xero invoices, you map the core finance objects that invoice lines depend on. Mapping tells SwiftFox which Xero tax rate, account, and item each invoice line should use, and (optionally) which tracking categories to apply for reporting. You configure all mappings from Settings → Integrations → Xero integration → Settings (next to the connected organisation).

A key rule applies throughout: the underlying items, accounts and tax rates must already exist in Xero. SwiftFox does not create them in Xero for you — you create them in Xero first, then use the Sync action to pull them into SwiftFox so they become available for mapping.

Open the mapping settings

1. Go to Settings → Integrations → Xero integration.
2. Click Settings next to your connected organisation.
3. Choose the area you want to configure — Tax rates, Accounts, Items, Tracking categories, or Miscellaneous. The first four map finance objects between the two systems; Miscellaneous governs what crosses between them (see below).

Tax rate mapping

Tax rate mapping links each SwiftFox tax rate to the correct Xero tax rate so the right tax is applied to invoice lines.

1. Open Tax rates → Configure.
2. Click Sync tax rates from Xero to refresh the list of available Xero tax rates.
3. Map each SwiftFox tax rate to the corresponding Xero tax rate (for example GST on income).
4. Save your mapping.

Use Sync tax rates from Xero again whenever you add or change tax rates in Xero, so the new options appear in SwiftFox.

Account mapping

Account mapping chooses which Xero accounts invoice lines post to — typically revenue and fee accounts.

1. Open Accounts → Configure.
2. Map the accounts used on your invoices to the appropriate Xero accounts (for example Event registrations for ticket revenue, or a more niche account such as merchant fees income where relevant).
3. Save your mapping.

If an account you need is missing, create it in Xero first, then sync and map it in SwiftFox.

Item mapping

Item mapping links the products/services you invoice for to existing Xero items.

1. Open Items → Configure.
2. Map each item to its matching Xero item.
3. If an item you need is not available, create the item in Xero first, then return to SwiftFox and sync so it becomes available for mapping.
4. Save your mapping.

Tracking categories (optional)

Tracking categories are optional reporting dimensions carried through to Xero. Xero supports a maximum of two tracking categories (for example State and Job code). They are defined in Xero, then synced and mapped in SwiftFox.

1. Define the tracking categories you want in Xero (for example State, Job code), staying within the two-category limit.
2. In SwiftFox, open Tracking categories.
3. Use Create / Sync / Update to bring the Xero tracking categories into SwiftFox and keep them current.
4. Map them so they can be selected on invoice lines and in financial ticket settings.

Keeping mappings up to date

• Whenever you add tax rates, accounts, items or tracking categories in Xero, run the relevant Sync action in SwiftFox to make them available.
• Re-check your mappings after changes in Xero so invoice lines continue to post to the correct accounts and apply the correct tax.

Miscellaneous

Miscellaneous sits in the same Settings drawer as the mapping areas above, on the connected organisation. Where those areas match finance objects between the two systems, this one decides what crosses between them at all. It holds four settings.

Which Xero contacts transfer into SwiftFox. Xero flags each of its contacts as a customer, a supplier, both, or neither. You can transfer customers only, suppliers only, or all of them. Transferring all of them is the default and is how the integration behaved before this setting existed, so leaving it alone changes nothing. Narrowing it is how you stop Xero records you do not want in your CRM from arriving in the first place. Be aware that a contact carrying neither flag is not transferred once you narrow the scope.

What happens to an invoice whose contact is excluded. When an invoice belongs to a contact your choice above leaves out, SwiftFox either transfers that contact along with the invoice anyway, or skips the invoice. This governs an invoice's first import only. An invoice already integrated with SwiftFox keeps receiving updates whatever you choose here, so tightening the scope will not strand invoices you already hold.

The bank account receipts sync against. The Xero bank account used when receipts are synced. The account must already exist in Xero — create it there first, then sync and map it in SwiftFox, as with the accounts above.

The default item for invoice adjustments. The Xero item used when an invoice adjustment is written across. As with accounts, the item must already exist in Xero before you can choose it here.