Xero Integration
Learn how to connect Sophiie with Xero to keep your invoices and quotes in sync.
Overview
The Xero Integration allows you to connect your Sophiie account with Xero so your invoices and quotes stay in sync across both platforms. Changes you make in Sophiie flow to Xero, and changes made in Xero flow back to Sophiie.
How to Connect
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Navigate to Settings
- Log in to your Sophiie account.
- Go to Settings > Integrations.
- Find the Xero section.
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Connect to Xero
- Click the Connect button.
- You will be redirected to the Xero login page.
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Grant Permissions
- Log in to your Xero account.
- Select the organization you want to connect.
- Review the requested permissions and click Allow access.
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Successful Connection
- Once connected, you'll see your Xero organization name in the integration section.
- The sync toggles and Sync Now button will become available.
Note: Your Sophiie organization's country and currency must match the Xero organization. If they don't match, the connection will be rejected with an error prompting you to update your settings.
Sync Settings
Once connected, you'll find two toggles in each settings page (Invoice Settings and Quote Settings):
- Sync to Xero — Automatically sends your changes from Sophiie to Xero.
- Sync from Xero — Automatically pulls changes from Xero into Sophiie.
Both toggles are off by default and work independently. You can enable one, both, or neither depending on your workflow.
You can also click Sync Now at any time to run a full sync in both directions, regardless of your toggle settings.
Invoice Syncing
When invoice syncing is enabled, your invoices are kept in sync between Sophiie and Xero:
- Approving, editing, or cancelling invoices in Sophiie will update Xero automatically.
- Payments recorded in Xero are synced to Sophiie. Payments from Xero show "Xero" as the payment method.
- When an invoice is fully paid, both systems reflect the updated status.
- Voided invoices in Xero appear as Cancelled in Sophiie.
Note: While Xero is connected, some statuses cannot be set manually on invoices (such as Paid and Cancelled). Payments should be recorded through the payment flow, and cancellations through the cancel action. This ensures both systems stay consistent.
Quote Syncing
When quote syncing is enabled, your quotes are kept in sync between Sophiie and Xero:
- Creating, editing, approving, or cancelling quotes in Sophiie will update Xero automatically.
- Quotes created in Xero are imported into Sophiie.
- Converting a quote to an invoice updates the quote status in Xero as well.
- When a customer accepts or declines a quote via the acceptance link, the response is reflected in Xero.
If the same quote is edited in both systems between syncs, Sophiie merges the changes field by field. If the same field is changed in both systems, the most recent change is kept.
Inbound quote changes from Xero may take up to 5 minutes to appear in Sophiie.
Note: While Xero is connected, some statuses cannot be set manually on quotes (such as Accepted, Declined, and Cancelled). These should come from the customer response or the cancel action to keep both systems consistent.
Customers and Contacts
When syncing, Sophiie automatically matches Xero contacts to your existing customers using email first, then name and phone number. If multiple Xero contacts share the same email, they are linked to the same customer in Sophiie.
If a contact in Xero doesn't match any existing customer, a new customer is created in Sophiie for you.
Limitations
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Country and Currency — Your Sophiie and Xero organizations must use the same country and currency.
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Single Organization — You can only connect one Xero organization at a time. Switching to a different organization means previously synced records will no longer be linked.
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Customer Required — Invoices and quotes must have a customer assigned before they can sync to Xero. Records without a customer are skipped.
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Quotes Need Items — Quotes must have at least one line item to sync. Empty quotes are skipped.
How to Disconnect
- Go to Settings > Integrations.
- In the Xero section, click Disconnect.
- Confirm the disconnection when prompted.
After disconnecting, Sophiie will no longer sync with Xero. Previously synced records remain in both systems but will no longer receive updates.
FAQ
What happens if I disconnect my Xero account?
Invoices and quotes will no longer sync between Sophiie and Xero. Previously synced records remain unchanged in both systems but stop receiving updates.
What if I connect a different Xero organization?
Records synced to the previous organization will no longer be linked and will be skipped during future syncs.
What if a sync fails?
Failed records are automatically retried on the next sync. You can also click Sync Now to force a retry immediately.
Are invoices and quotes synced together?
No. Invoice syncing and quote syncing are independent. Each has its own toggles and Sync Now button in their respective settings pages.
What fields are synced to Xero?
Core fields sync: dates, customer, reference, status, line items (name, quantity, price, tax), and account codes.
How quickly do changes appear?
Changes from Sophiie to Xero appear within seconds. Changes from Xero to Sophiie appear within seconds for invoices and up to 5 minutes for quotes.
Can I assign Xero account codes to line items?
Yes. When Xero is connected, an account code column appears on your line items. You can assign any active account from your Xero chart of accounts to each item. If no account code is set, the default Sales account is used.
How do payments work when Xero is connected?
When Xero is connected, payments are managed in Xero. The Paid status cannot be set manually and the Add Payment option is not available in Sophiie. Record payments in Xero, and they will sync to Sophiie automatically. The invoice status updates to Paid once fully paid.
Conclusion
The Xero Integration helps you keep your financial data consistent across Sophiie and Xero. Connect your account, enable the sync settings that fit your workflow, and let Sophiie handle the rest.
For additional help, please contact our support team.