The Xero invoicing integration lets you sync invoices generated in Inventory Base to your Xero account.
Once connected, you can choose how invoices are created, which date is used, when invoices are due, and whether payments should sync.
Looking for another Invoicing Integration guide?
This guide is part of our Invoicing Integrations collection. You may also find these helpful:
Clear Books Invoicing Integration
QuickBooks Invoicing Integration
Managing Client-Specific Invoicing Settings
Invoicing Integration Troubleshooting
Before You Start
Before connecting Xero, make sure:
You have an active Xero account.
You have permission to connect apps in Xero.
You have access to Settings > Price Lists and Integrations in InventoryBase.
The Invoices feature is enabled on your InventoryBase account.
Your Xero account has the correct revenue accounts configured.
If you want to sync payments, your selected invoice account must have payments enabled.
⚠️ Important
You must enable our Invoices feature to generate invoices before invoices can sync to your connected invoicing software. If invoices are not enabled, inspection invoices will not be generated and there will be no invoice to send to the integration.
If you cannot see Xero in your integration options, please contact Support.
Connect Xero To InventoryBase
To connect Xero:
Go to Settings.
Select Integrations.
Find Xero.
Click Connect.
Follow the Xero prompts to authorise the connection.
Once connected, Inventory Base can sync generated inspection invoices to Xero based on your selected invoice settings.
Xero Invoice Settings
Once Xero is connected, you can manage how invoices sync from InventoryBase to Xero.
Setting | What This Means |
Choose whether invoices are created individually, weekly, or monthly. | |
Choose whether the invoice uses the inspection Conduct Date or Completion Date. | |
Choose how many days after the invoice date the invoice is due. | |
Choose whether payment information should sync with Xero. | |
Choose which Xero revenue account invoices should sync to. This list comes from the revenue accounts configured in your Xero account. | |
Choose whether zero-value invoices should sync to Xero. |
Invoice Frequency
Invoice Frequency
The Invoice Frequency setting controls how invoices are created and sent to Xero.
Frequency | What This Means | When The Invoice Is Sent |
Individual | A single invoice is created for each inspection. | The invoice is sent the following day at 7am. |
Weekly | One invoice is created for a client’s inspections from the previous week. | Weekly invoices are sent every Monday at 7am. This covers the previous Monday 00:00 to Sunday 23:59. |
Monthly | One invoice is created for a client’s inspections from the previous month. | Monthly invoices are sent on the 1st of the month at 7am. This covers invoices marked Cancelled, Complete, or Closed in the previous month. |
Invoice Date
Invoice Date
The Invoice Date setting controls which inspection date is used as the invoice date.
Option | What This Means |
Conduct Date | Uses the date the inspection was conducted. |
Completion Date | Uses the date the inspection was completed. |
Invoice Due Date
Invoice Due Date
The Invoice Due (days) setting controls how many days after the invoice date the invoice is due.
Available options are:
7 days
14 days
30 days
45 days
Sync Payments
Sync Payments
The Sync Payments setting controls whether payment information syncs with Xero.
For Xero, payments can sync for Approved (Authorised) or Paid invoices.
To sync payments successfully, your selected invoice account in Xero must have payments enabled.
If payments are not syncing, check that:
Sync Payments is switched on in Inventory Base.
The invoice is Approved (Authorised) or Paid in Xero.
The selected invoice account in Xero has payments enabled.
The invoice has not already been paid in full in Xero.
The payment amount does not exceed the remaining invoice total.
Revenue Account
Revenue Account
The Revenue Account dropdown shows the revenue accounts configured in your Xero account.
Select the revenue account that you want Inventory Base invoices to sync to.
If the expected revenue account is not listed, check your Xero account settings first.
Sync £0 Invoices With Xero
Sync £0 Invoices With Xero
The Sync £0 invoices with Xero setting controls whether invoices with a value of 0 should still be sent to Xero.
Switch this on if you still want zero-value invoices to appear in Xero for record-keeping.
Switch this off if you do not want zero-value invoices to sync.
Important Invoice Sync Notes
An invoice only syncs once.
Once an invoice has synced to Xero, it cannot be de-synced or amended from InventoryBase.
If changes are needed after syncing, you may need to manage those changes directly in Xero.
What To Check If Invoices Do Not Sync
If invoices are not syncing to Xero, check the following:
The Invoices feature is enabled on your InventoryBase account.
Xero is connected in Settings > Integrations.
A Revenue Account has been selected.
The report is marked as Cancelled, Complete, or Closed.
The invoice has not already been synced.
The correct client is assigned to the inspection.
The invoice frequency settings are correct.
The invoice is due to sync based on the selected frequency.
There are no errors in Xero preventing the invoice from being created.
ℹ️ For more checks, see: Invoicing Integration Troubleshooting [TBC]
What To Check If Payments Do Not Sync
If payments are not syncing to Xero, check the following:
Sync Payments is switched on.
The invoice is Approved (Authorised) or Paid in Xero.
Your selected Xero invoice account has payments enabled.
The invoice has not already been paid in full.
The payment amount does not exceed the remaining invoice total.
If the invoice is still in Draft or Waiting for Approval in Xero, payments will not sync to it.
What To Do Next
After connecting Xero, review your settings for:
Revenue account
Invoice frequency
Invoice date
Invoice due date
Payment syncing
Zero-value invoice syncing
If different clients need different invoicing rules, you can also manage invoicing settings per client.
ℹ️ For more information, see: Managing Client-Specific Invoicing Settings [TBC]
Need Help?
If Xero is not visible, invoices are not syncing, or payments are not updating as expected, please contact Support.
When contacting Support, please include:
The inspection reference (URL)
Full screenshot/screen-recording of what you see
The client linked to the inspection
The invoice you expected to sync
Your selected Xero revenue account
Whether Sync Payments is switched on
Any error message shown in InventoryBase or Xero.