Common questions about the Xero Integration.
How do I connect Xero to SwiftFox?
Go to Settings → Integrations → Xero integration → Connect your organisation, log into Xero, approve, and confirm the green tick. Then configure Tax rates, Accounts, Items, and optional 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.
How do I get my tax rates to appear in SwiftFox?
In Xero Integration → Tax rates, click Sync tax rates from Xero, then map each SwiftFox tax rate to the correct Xero tax rate (for example GST on income).
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?
Xero supports two tracking categories. Define them in Xero (for example State, Job code), then sync and map them in SwiftFox.
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.