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 organisation.
3. Log in to Xero via the pop-up and approve the connection.
4. Confirm a green tick appears beside your organisation under Connected organisations.
5. Click Settings next to the organisation and configure each mapping:
   • Tax rates → Configure → Sync tax rates from Xero, then map (for example GST on income).
   • Accounts → Configure, then create/map the accounts used on invoices (for example Event registrations, or merchant fees income if relevant).
   • Items → Configure, then map items (create them in Xero first if not available, then sync).
   • Tracking categories (optional) → Create / Sync / Update (maximum two, for example State, Job code).

B) Send an invoice from a Person/Organisation profile

1. Open the profile (Person or Organisation) → Financial tab → Invoices → Create Invoice.
2. Fill the header fields: Invoice number, Customer, Invoice date, Currency, Reference (optional), Due date.
3. Add line item(s): choose Item (for example event ticket / membership), add Comments, Quantity, Unit amount, then set Account, Tax rate (for example GST on income), Tax inclusive (tick/untick as required), and Tracking (for example State, Job code).
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. Click Approve and email with Xero. The invoice appears in the table with Approved status; when paid in Xero it updates to Paid in SwiftFox. Voided/Deleted invoices are filtered out by default — clear 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 ensure Integration valid (green tick).
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 → Settings and enable Tickets.
2. Create new ticket: choose General or Group, 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.