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).

Every mapping area works the same way: a table with your SwiftFox object in the left column, the Xero object you are linking it to in the right, and a Mapped column. A warning icon in the Mapped column means that row is not yet linked to anything in Xero — work through them until none remain, because an invoice line cannot be integrated using an unmapped account or tax rate. Each area also offers a Sync … from Xero action to refresh what Xero has, a Create in SwiftFox link per row, and a Create action that builds SwiftFox records in bulk from the Xero ones.

A key rule applies to the Xero side: the item, account or tax rate you are mapping to must already exist in Xero. SwiftFox does not create records in Xero for you. The SwiftFox side is different — SwiftFox ships its own defaults (three tax rates, for example) and lets you add more.

Open the mapping settings

1. Go to Settings → Integrations → Xero integration.
2. Click Settings next to your connected organisation. The mapping areas open beneath it, each with its own Configure button.
3. Choose the area you want to configure — Tax Rates Mapping, Accounts Mapping, Items Mapping, Tracking Categories, or Miscellaneous Settings. The first four map finance objects between the two systems; Miscellaneous Settings governs what crosses between them (see below).

If the organisation shows Reconnect rather than a tick, the connection has lapsed and no mapping areas appear. Reconnect first — see Connecting a Xero organisation (Document ID: 277).

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 Mapping → Configure.
2. Click Sync Tax Rates from Xero to refresh the list of available Xero tax rates.
3. Against each SwiftFox Tax Rate, choose the corresponding Xero Tax Rate. The Mapped column shows which rows are done.
4. Save your mapping.

SwiftFox provides three tax rates out of the box — No Tax, Tax Free and GST (10%). Use Create in SwiftFox to add another, or Create SwiftFox Tax Rates from Xero Tax Rates → Create to build SwiftFox rates from the ones already in Xero.

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 Mapping → Configure.
2. Against each SwiftFox Account, choose the corresponding Xero Account (for example Event registrations for ticket revenue, or a more niche account such as merchant fees income where relevant).
3. Save your mapping.

As with tax rates, Sync Accounts from Xero refreshes what Xero offers, Create in SwiftFox adds a SwiftFox account, and the Create action builds SwiftFox accounts from the Xero ones in bulk.

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 Mapping → Configure.
2. Against each SwiftFox Item, choose the matching Xero Item.
3. If a Xero item you need is not available, create it in Xero first, then return to SwiftFox and use Sync Items from Xero so it becomes available for mapping. New items created in Xero after the initial setup do not appear in SwiftFox until you sync.
4. Save your mapping.

Tracking categories (optional)

Tracking categories are optional reporting dimensions carried through to Xero. There are two sides to them, and they work together:

• SwiftFox tracking categories live at Settings → Finance & usage → Tracking categories. That page holds "the categories used to code invoices, alongside any synced from Xero", with an Add category button and an Enabled toggle per category. Each enabled category appears as its own named column on invoice line items and in financial ticket settings.
• Xero tracking categories are defined in Xero. Xero supports a maximum of two.

Tracking Categories in the Xero integration is where you link the two.

1. Open Tracking Categories → Configure on the connected organisation.
2. Click Sync Tracking Categories from Xero to refresh what Xero has.
3. Against each SwiftFox Tracking Category, choose the corresponding Xero Tracking Category. The Mapped column shows which rows are linked.
4. To add a SwiftFox category from this panel, use Create in SwiftFox on a row, or Create SwiftFox Tracking Categories from Xero Tracking Categories → Create to build them from Xero in bulk.

The categories in your account are whatever your organisation has set up — there are no built-in defaults.

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 Settings sits in the same Settings drawer as the mapping areas above, on the connected organisation. Its Configure button opens a panel headed Xero sync settings. Where those areas match finance objects between the two systems, this one decides what crosses between them at all. It holds four settings.

Which contacts to sync — 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.

Contacts outside sync scope — described on screen as "How to handle invoices with unsynced contacts". 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.

Bank account for receipt syncing — 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.

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.