Xero Integration — Workflows: step-by-step

This page brings the end-to-end Xero Integration workflows together in one place. Use it as the quick procedural reference; the companion guides cover each area in more depth.

A) Connect Xero and configure mappings

1. In SwiftFox, go to Settings → Integrations → Xero integration.
2. Click Connect your Xero organisation.
3. Log in to Xero via the pop-up and approve the connection.
4. Confirm your organisation appears under Connected Organisations with a tick beside its name. If it shows Reconnect instead, the connection has lapsed — re-authorise before going further, because the mapping areas stay hidden until you do.
5. Click Settings next to the organisation. The mapping areas open beneath it, each with a Configure button:
   • Tax Rates Mapping → Configure → Sync Tax Rates from Xero, then map each SwiftFox tax rate to its Xero counterpart (for example GST on income).
   • Accounts Mapping → Configure, then map the accounts used on invoices (for example Event registrations, or merchant fees income if relevant).
   • Items Mapping → Configure, then map items (create them in Xero first if not available, then Sync Items from Xero).
   • Tracking Categories (optional) → Configure, then map your SwiftFox tracking categories to Xero's. Xero allows two.
   • Miscellaneous Settings → Configure opens Xero sync settings — which contacts to sync, how to handle invoices with unsynced contacts, the bank account for receipt syncing, and the item for invoice adjustments.

Full detail on each: Configuring mappings (tax rates, accounts, items, tracking categories) (Document ID: 272).

B) Send an invoice from a Person/Organisation profile

This flow is documented in full in Creating and sending an invoice from a contact (Document ID: 274), including every field label and the approval options. The short version:

1. Open the profile (Person or Organisation) → Financial tab → Invoices → Create Invoice. The drawer is titled Manage Invoice. Note that SwiftFox saves the invoice record as soon as the drawer opens — if you open it by mistake, use Delete inside the drawer rather than closing it, or you leave a $0.00 draft on the contact.
2. Fill the header fields: Invoice No, Customer, Invoice Date, Currency, Reference (optional), Due Date.
3. Select Add Line Item for each line, then set Item, Comment, Quantity, Unit Amount, Account, Tax Rate and Tax Inclusive. Each tracking category your account uses appears as its own column, named for that category. Tax and Amount are calculated for you.
4. Click Integrations → Integrate with Xero and confirm the pop-up. Note: this cannot be undone, edits are still permitted in either system, and Xero's default branding is used.
5. Finish with the footer actions — Approve & Email to approve and email the invoice through Xero, Approve to approve without emailing, or Submit for approval to route it to someone else. Save as Draft keeps it for later. The invoice then appears in the table with Approved status; when paid in Xero it updates to Paid in SwiftFox. Voided and deleted invoices are filtered out by default — clear the filters to view them.

C) Enable invoicing on a standard Form (e.g. membership/subscription)

1. In Forms, add the Payment method block.
2. In the block settings, open Invoicing and tick Allow invoice as the payment method.
3. Under Integrations, select Xero and confirm the success message reads Integration valid.
4. Configure: Invoice reference (static value), User reference (Disabled / Optional / Required), Due date (for example 30 days).
5. Important: provide your account manager the Account / Item / Tax / Tracking settings to apply on the back end for this form's invoices.

D) Configure event ticketing with Xero invoicing

1. Go to Events → Create event, expand Settings in the Details section and enable Tickets. This adds the Ticket types and Bookings sections; the next step happens in Ticket types.
2. In Ticket types, click New ticket: choose General ticket or Group ticket, set Name, Price, Capacity.
3. Open Financial ticket settings: set Item (for example Event ticket), Account (for example Event registrations), Tax rate (for example GST on income), Tracking (for example State = VIC; Job code = "Christmas 25"), and GST inclusive if required → Save ticket.
4. In the event's RSVP form, add the Payment method block → Invoicing → Allow invoice as a payment method, then integrate Xero and confirm Integration valid. Attendees can select ticket quantities and the mapped financial settings auto-populate the invoice.