Connecting Xero

Connect your Xero organisation to Prevarro, choose its accounts, tax rates and tracking, and match your Xero contacts to the ones in Prevarro.

This article is being updated.

If your business keeps its books in Xero, connect it from Settings → Integrations. The Xero card sits under Accounting. Connecting needs a role that can manage integrations.

Once connected, Prevarro reads your Xero organisation's details, accounts, tax rates and tracking categories, and checks them again about once an hour. Your Xero contacts come across once, when you connect, for you to match to the people and organisations already in Prevarro.

Connect

1. Go to Settings → Integrations and find the Xero card.
2. Select Connect to Xero. Xero opens. Sign in and allow access.
3. You're brought back to the card, which reads Xero connected.

If your Xero sign-in covers more than one organisation, the card reads Connected - finish setup. Select Retry, then select Connect beside the organisation this business uses.

If you choose a different organisation from the one this business used before, its button reads Switch. You type SWITCH to confirm, and switching can't be undone.

Prevarro won't connect an organisation whose base currency doesn't match your business's books, or one that's already connected to another Prevarro business. The card tells you which.

If the card reads Xero is not set up on Prevarro yet., connecting isn't available yet.

Once you're connected

The card reads Connected. Its line shows your organisation, when it connected, how long its Xero sign-in lasts, when Xero last sent an event, how many changes are waiting to sync with Xero, and how many open discrepancies there are. When Xero reports it, the line also shows how many calls are left today.

Select the card to open it. Last checked and Settings read say when Prevarro last checked the connection and read your organisation's settings. Below them are three tabs. The card opens on 2. Maps.

1. Organisation

Your Organisation, its Base currency and its Currencies, as Xero last described them.

2. Maps

Your choices from your Xero chart of accounts, tax rates and tracking categories, in six groups:

• Books - a Clearing account and a Payout bank account for each currency your business keeps books in.
• Sales - the Sales account, the Bad debt account, and a Xero tax rate for each of your sales tax rates, plus Sales tax - no tax.
• Purchases - the Purchase account and a Xero tax rate for each of your purchase tax rates, plus Purchase tax - no tax.
• Cards and payments - the Company card account, the Processing fee account, the Dispute holding account and the Chargeback loss account. Company card contact and Stripe contact are found or created in Xero when you connect.
• Tracking - a Tracking category, what it's Tracked by (Job type or Document class) and the Tracking option for each value. Tracking category per Job is a second category, one option per job.
• Sync - the Sync from date.

Anything you haven't chosen reads Not set. Select Save maps. The card shows Maps saved. If Xero won't take a choice, the reason shows in red under it.

The maps appear once Prevarro has read your organisation's accounts and tax rates.

3. Contacts

When you connect, Prevarro reads your Xero contacts and lists them under Contacts from Xero and Organisations from Xero, with how many are still to answer. Each row shows what it matched in Prevarro: Email match, Name match, Tax number match, Phone match or No match.

1. Answer each row. Link to a matched record joins the Xero contact to it. Create new adds it to Prevarro. Skip leaves it out.
2. To answer many at once, use Link every single-candidate email match (or name, tax number or phone match), Create every unmatched or Skip every unmatched. These only answer rows you haven't answered yourself.
3. Once every row is answered, select Preview to see the counts, then Commit.

The list is an import, so it also shows under Settings → Data → Imports. After you commit, Open Imports takes you there. See Importing your data for how to check or undo it.

If nothing is waiting, the tab reads No Xero contacts are waiting for an answer.

When Xero needs reconnecting

Now and then Xero stops accepting Prevarro's connection. The card then reads Reconnect required, and anyone who can manage integrations sees a banner across Prevarro: Xero needs reconnecting. Your business's owners also get a Reconnect Xero notification. Nothing is lost while you wait.

Select Reconnect Xero on the banner, or Reconnect on the card, and sign in to Xero again.

Connecting a different organisation

If you connect a different Xero organisation, your maps start over. Your contacts and organisations are no longer linked to the old organisation's contacts, and any Xero contact list you hadn't finished is cancelled. See Why did this import stop?

Disconnect

Select Disconnect, then Disconnect again to confirm. Prevarro stops syncing with Xero and releases its connection. Nothing in Xero is changed or deleted, and your records keep their Xero matches, so you can connect the same organisation again later.