Keep these constraints and recommendations in mind when working with the Xero Integration.
Limitations
- Integration is irreversible per invoice. Once an invoice has been integrated with Xero, this action cannot be undone. (Edits can still be made afterwards in either system.)
- Xero caps tracking categories at two. The limit is Xero's, and it applies to the Xero side of the mapping. SwiftFox keeps its own list of tracking categories at Settings → Finance & usage → Tracking categories; the constraint to plan around is that at most two of them can be linked through to Xero.
- The Xero side of a mapping must exist in Xero first. The item, account or tax rate you map to has to be created in Xero — SwiftFox does not create records in Xero for you. Use the Sync … from Xero action in each mapping area to bring them in. The SwiftFox side is not subject to this: SwiftFox ships its own defaults (three tax rates — No Tax, Tax Free, GST (10%)) and each area offers Create in SwiftFox to add more.
- Standard-form mappings are applied on the back end. For non-event Forms, the account/item/tax/tracking mappings are configured by your account manager — this is not self-serve.
- Voided/Deleted invoices are hidden by default. They are excluded from the Invoices table by default filters; clear the filters to view them.
- Xero default branding is used. Invoices are sent by Xero using your default Xero invoice branding (company details, address, contact info).
Best practice
- Confirm before you integrate. Because integrating an invoice cannot be undone, review the line items, account, tax and tracking before clicking Integrate with Xero.
- Get your mappings right first. Configure tax rates, accounts, items and tracking categories before raising invoices, so lines post to the correct accounts with the correct tax. The mapping areas are only reachable while the connection is healthy — if the organisation shows Reconnect instead of a tick, re-authorise before you go looking for them.
- Keep contact details clean. Maintain accurate first name, last name and email on SwiftFox contacts so contact matching links to the right Xero contact and avoids duplicates.
- Sync after Xero changes. Whenever you add or change items, accounts, tax rates or tracking categories in Xero, run the relevant Sync action in SwiftFox.
- Plan standard-form invoicing with your account manager. Enable invoicing in the form, then hand the account/item/tax/tracking details to your account manager early so the back-end mappings are ready before the form goes live.
- Use tracking categories deliberately. With only two able to reach Xero, choose the dimensions that matter most for your reporting.
Related context
- Payment gateways vs. invoicing: credit-card payments happen via the Payment method block (when a gateway is integrated), but invoice generation can be offered as an alternative payment method.
- Status sync: payment processed in Xero updates the SwiftFox invoice status to Paid.