Common questions about the Xero Integration.
How do I connect Xero to SwiftFox?
Go to Settings → Integrations → Xero integration and click Connect your Xero organisation. Log into Xero, approve the access request, and confirm the organisation appears under Connected Organisations with a tick beside its name. Then click Settings beside it and configure Tax Rates Mapping, Accounts Mapping, Items Mapping, and optionally Tracking Categories.
What happens if the contact already exists in Xero?
SwiftFox matches on first name + last name + email and links to the existing Xero contact. If there is no match, SwiftFox creates a new Xero contact when the invoice is sent.
Can I edit an invoice after integrating it with Xero?
Yes — changes can be made in either Xero or SwiftFox. However, note that the integration for that invoice cannot be undone.
Which invoice template is used?
Xero sends the email and uses your default Xero invoice branding.
The organisation shows Reconnect and I can't see the mapping areas
The connection has lapsed — commonly because the Xero subscription or trial has ended, or access was revoked. Click Reconnect beside the organisation and re-authorise. The mapping areas reappear once the connection is healthy, and your existing mappings are not lost.
How do I get my tax rates to appear in SwiftFox?
In Xero integration → Settings → Tax Rates Mapping → Configure, click Sync Tax Rates from Xero, then map each SwiftFox tax rate to the correct Xero tax rate (for example GST on income). SwiftFox provides three of its own — No Tax, Tax Free and GST (10%) — and you can add more with Create in SwiftFox.
We need a new item for invoicing — where do we create it?
Create the item in Xero first, then return to SwiftFox and sync to make it available for mapping.
How many tracking categories can we use?
There are two sides to this. Xero supports a maximum of two tracking categories. SwiftFox keeps its own list at Settings → Finance & usage → Tracking categories, where you add the categories used to code invoices alongside any synced from Xero. You link the two in Xero integration → Settings → Tracking Categories → Configure. See Configuring mappings (tax rates, accounts, items, tracking categories) (Document ID: 272).
Can we invoice via a standard form?
Yes — add the Payment method block, enable Allow invoice as a payment method, then integrate Xero and set the reference/due date. Provide the mapping details to your account manager to apply on the back end.
How do event tickets feed into Xero?
In the ticket's Financial settings, map Item, Account, Tax, and (optional) Tracking. In the RSVP form, enable Allow invoice as a payment method and integrate with Xero. Ticket quantities are supported.
Where do I see invoice status?
On the profile's Financial → Invoices table. Approved updates to Paid when Xero records payment. Use filters to show/hide Voided/Deleted invoices.