Xero

Overview

The Xero integration syncs your RevKeen billing data with Xero's accounting platform, eliminating manual data entry between your payment system and your books. Invoices created in RevKeen appear in Xero automatically, and payments collected through RevKeen are reconciled against the correct Xero invoices in real time.

Features

The integration keeps your accounting records accurate and up to date without manual work:

• Invoice Sync -- Invoices created in RevKeen automatically push to Xero as draft or approved invoices. Line items, tax rates, and customer details map directly to Xero's invoice format, so your books stay consistent with your billing system.

• Payment Reconciliation -- When a customer pays an invoice through RevKeen, the corresponding Xero invoice is marked as paid automatically. Partial payments, refunds, and credit notes sync as well, keeping your accounts receivable accurate.

• Customer Mapping -- RevKeen customers map to Xero contacts. New customers created in RevKeen automatically create corresponding contacts in Xero with matching names, email addresses, and billing addresses.

• Chart of Accounts Mapping -- Configure which Xero accounts receive revenue from different RevKeen product lines. Map subscription revenue, one-time sales, and processing fees to the correct accounts for clean financial reporting.

• Multi-Currency Support -- For businesses that bill in multiple currencies, the integration handles currency conversion and ensures Xero records match the original transaction currency.

• Fee Decomposition -- RevKeen's margin tracking data flows into Xero, so processing fees and gateway costs appear as separate line items for accurate profit and loss reporting.

How It Works

1. Connect your Xero organization from Settings > Integrations in RevKeen
2. Authorize RevKeen to access your Xero account via OAuth
3. Map your RevKeen products to Xero account codes
4. Configure tax rate mappings
5. Choose whether to sync historical data or start from a specific date
6. Enable the integration and invoices begin syncing automatically

Why Use RevKeen with Xero

Xero is excellent at accounting. RevKeen is excellent at billing intelligence. Together, they give you both:

• No double entry -- Stop manually creating invoices in Xero that already exist in RevKeen
• Real-time reconciliation -- Payments reconcile automatically instead of waiting for bank feeds
• Margin data in context -- RevKeen's cost tracking complements Xero's profit and loss reporting
• Audit trail -- Every sync event is logged, so you can trace any discrepancy between systems

Setup Instructions

Step 1: Connect Your Xero Account

1. Go to Settings > Integrations in your RevKeen dashboard
2. Find Xero and click Connect
3. You will be redirected to Xero to authorize RevKeen
4. Select the Xero organization you want to connect
5. Click Allow Access to complete the OAuth connection

Step 2: Map Accounts

After connecting, configure how RevKeen data maps to your Xero chart of accounts:

Step 3: Configure Tax Mappings

Map RevKeen tax rates to Xero tax codes:

1. Navigate to the Xero integration settings
2. Click Tax Mappings
3. Match each RevKeen tax rate to the corresponding Xero tax code
4. Save mappings

Step 4: Choose Sync Start Date

Select whether to sync all historical data or start from a specific date. For existing Xero users, starting from the current date avoids duplicate entries.

What Syncs

Sync Behavior

• New invoices push to Xero within 60 seconds of creation
• Payments reconcile against the matching Xero invoice automatically
• Partial payments create partial payment records in Xero
• Refunds create credit notes linked to the original invoice
• Duplicate prevention uses the RevKeen invoice ID as an external reference in Xero

Troubleshooting

Connection Issues

OAuth token expired

• Xero tokens expire periodically. Go to Settings > Integrations > Xero and click Reconnect

Wrong organization selected

• Disconnect and reconnect, selecting the correct Xero organization

Sync Issues

Invoice not appearing in Xero

• Check the sync log in Settings > Integrations > Xero > Logs
• Verify the invoice was created after the sync start date
• Ensure the Xero connection is active (green status indicator)

Payment not reconciling

• Confirm the customer exists as a contact in Xero
• Check that account mappings are configured
• Review error details in the sync log

Duplicate invoices

• This can happen if you imported historical data manually. Use the sync start date to avoid overlap

Related

• QuickBooks -- Alternative accounting integration
• Tax -- Tax calculation and reporting
• Invoices -- Invoice management