Connecting a Xero organisation

Connecting a Xero organisation is the first step in the Xero Integration. It authorises SwiftFox to read and write finance objects in your Xero organisation so you can map data and raise invoices. You connect and manage organisations from Settings → Integrations → Xero integration.

Before you start

• Make sure you can log into the Xero organisation you want to connect.
• Confirm the items, accounts and tax rates you intend to invoice against already exist in Xero — you will sync and map them after connecting.
• Allow pop-ups for SwiftFox in your browser, because the Xero login opens in a pop-up window.

Connect your organisation

1. In SwiftFox, go to Settings → Integrations → Xero integration.
2. Click Connect your Xero organisation.
3. In the Xero pop-up, log in to Xero with your Xero credentials.
4. Review the access SwiftFox is requesting and approve the connection.
5. Return to SwiftFox and confirm the organisation now appears under Connected Organisations with a tick beside its name. The tick means the connection is healthy.

After connecting

Once the organisation is listed as connected, configure the mappings before raising invoices:

1. Click Settings next to the connected organisation. The mapping areas open beneath it.
2. Configure each area in turn — Tax Rates Mapping, Accounts Mapping, Items Mapping, (optionally) Tracking Categories, and Miscellaneous Settings. Each has its own Configure button. See the companion guide Configuring mappings (tax rates, accounts, items, tracking categories) (Document ID: 272) for the full detail on each. Miscellaneous Settings opens a panel headed Xero sync settings, where you choose which Xero contacts transfer into SwiftFox, what to do with an invoice whose contact falls outside that choice, the bank account used when receipts sync, and the default item used for invoice adjustments.

Managing the connection

• The Connected Organisations list shows each organisation you have linked and its connection status. A tick beside the name means the connection is healthy; a warning icon with a Reconnect action means it has lapsed and needs re-authorising, and the mapping areas stay hidden until you do.
• Use the Settings button beside an organisation to open its mapping configuration at any time.
• Disconnect beside an organisation removes the connection.

Troubleshooting

• The organisation is not listed under Connected Organisations: re-run Connect your Xero organisation and ensure you completed the approval step in the Xero pop-up. Check that browser pop-ups are not being blocked.
• The organisation shows Reconnect instead of a tick, and no mapping areas appear: the connection has lapsed — commonly because the Xero subscription or trial has ended, or access was revoked. Click Reconnect and re-authorise. The mapping areas return once the connection is healthy; your existing mappings are not lost.
• Mappings show no options: the relevant items, accounts or tax rates must exist in Xero first. Create them in Xero, then use the Sync action within each mapping area to pull them into SwiftFox.