How ProJobFlow works with Xero

Using your Xero integration

We offer a free integration with Xero to simplify the management of your contacts and to offer generated invoices for the completed jobs.

To use the integration you will need to connect ProjobFlow with Xero which requires you to have a Xero subscription. If you do not have a Xero subscription you can start your Xero subscription with a free 30-day trial.

When accessing functionality that requires access to information in Xero (first time only) you will be asked to login to your Xero account and select the organisation to integrate with. After achieving a successful connection your integration is ready for use.



The Xero integration functionality can only be accessed by a ProJobFlow user with manager level privileges. Talk to your manager if you need more privileges.

What does ProJobFlow do in your Xero Organisation?

Import of data and creation of invoices

ProJobFlow will only interact with Xero when you use functions that require Xero data access.

When is information read or created?

  1. Your Xero Organisation name and id are being read on connection
  2. The Xero Chart of accounts is read every time you access Xero setup
  3. Xero Contacts are being read when you perform an import
  4. Xero Inventory items are being read when you perform an import (the Materials module is optional)
  5. Invoices are being created on your request

Configuring your Xero integration

Contacts

To use your Xero contacts in ProJobFlow you need to perform an import. On completion of import you will be shown how many contacts were imported, updated, or skipped. As soon as there are contacts in ProJobFlow that have a Xero reference (Xero Contact Id) you can not only book jobs against those contacts but also generate invoices for the work. You are able to enable local creation of contacts and book jobs against those but they cannot be invoiced against in Xero.
To enable the integration it is best to create a contact in Xero and import it with the other contacts into ProJobFlow to enable invoicing. To prevent creating contacts that cannot be invoiced we suggest you enable the Lock contacts option in Xero Setup, this will restrict you to importing contacts only and prevents local editing.

Synchronisation of contacts with Xero is expected by the third quarter of 2020. Until then ProJobFlow will only read contact information from Xero.
The Xero Setup page offers options to define the status you wish to generate invoices with (you can invoice as Draft or Authorised). Changing the status to Authorised will generate an invoice which is final and allows it to be sent to the customer immediately from within Xero.

Activities

Staff members book hours against jobs through activities. you need to create activities before job hours can be booked. Each activity can book against a specific account code in Xero. When you want an activity to book additional costs to the work hours a value can be assigned for each hour booked against the activity. The invoice will contain specific line items to detail all the charges.

Invoicing

You can invoice a Job as soon as it is marked as completed. The exception to this are quoted jobs which can be invoiced straight after creation. If you prefer to approve completed jobs before enabling invoicing you can also enable the option to require job approvals.

Cash customers

If you wish to process cash invoices for jobs where the customer has no contact record in Xero you will need to dedicate a specific contact to book those cash jobs against. This will enable processing of those invoices and therefore recording of the income in Xero. Cash invoices contain the customer information in the order number for reference purposes.

Materials

If you have activated the ProJobflow materials module you will also be able to import Inventory from Xero and use this as materials in ProJobFlow by recording materials against the job which will be included in the invoice and booked against the configured materials account in Xero.

F.A.Q.

How much does the integration with Xero cost?
We offer a free integration with Xero. This enables you to use your Xero contacts and it allows for integrated invoicing of the job hours performed by your staff. You will however have to purchase a Xero subscription to make the integration work.

New functionality is being built to synchronise contacts and also include integration with: purchase orders and payroll. Please note that some of the integration functionality that is be added in the future may be offered at a fee.
Are generated invoices created as Draft?
Generated invoices are "Draft" by default. You can use the Xero Setup page to configure how invoices should be generated, including options for invoice status and your preferred presentation of invoice line items.
How do I disconnect from Xero?
In the Xero Integration page select the option 'Disconnect from Xero'.
Be aware however that this still allows an authorised Xero user to initiate a new connection.
How long will my Xero organization be connected for?
Your Xero organization will be connected until you specifically disconnect. If you ever find your account prematurely disconnected then you can reconnect at any time from the Xero Integration page.
How can I find out which Xero organization is connected?
The connected organization name is displayed on your Xero Integration page.
Are the taxes on the generated invoices exclusive or inclusive?
Each generated invoice will derive the tax settings from the xero contact that is invoiced. Set the xero contact to the preferred tax settings prior to generating invoices from ProJobFlow.
Where do I set the tax code for a contact?
The Tax code for a contact is configured in Xero. To send "Authorised" invoices the receiving contact must have a Tax code, otherwise the invoice creation will be declined with a warning.
How do I know when there is a problem in the integration?
Any time that there is an issue occurs during communication with Xero you will be informed immediately via a warning message and following that an Alert or Task will be created that you (or another manager level user) can process right a way or at a later time. An example of such a Task is: