Use this page to see which information moves between AdviserAide and Xero, and which system is the source of each record.
  • AdviserAide → Xero means the record starts in AdviserAide and is sent to Xero.
  • Xero → AdviserAide means the record starts in Xero and is brought into AdviserAide.
  • Both directions means you can create the record in either system.
Sync with Xero must be turned on. Payment syncing also has separate controls for sending payments to Xero and bringing payments in from Xero. You can manage these under Settings → Integrations.

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At a glance

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Invoices

Approved invoices are sent from AdviserAide to Xero. After the first send, changes saved in AdviserAide update the same Xero invoice. Invoice details changed directly in Xero do not overwrite the AdviserAide invoice. AdviserAide checks important Xero information, such as the invoice total and whether the invoice was voided. If the copies no longer agree, the invoice may show Different in Xero or Needs review instead of changing your AdviserAide data without permission. Invoices created only in Xero are not imported into AdviserAide. See Sending invoices for approval, sending, editing and voiding details.

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Contacts

When an invoice first goes to Xero, AdviserAide looks for a safe match using the payer’s name, email address and other available details. It uses the matching Xero contact when it finds one. If there is no safe match, AdviserAide creates a new Xero contact. This is not a full contact sync:
  • AdviserAide does not import new Xero contacts.
  • Changes made to a contact in Xero do not update the client or employer in AdviserAide.
  • Changes made to the client or employer after the contact is linked do not replace the existing Xero contact details.

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Payments

Payments are the main record that syncs in both directions:
  • A payment recorded in AdviserAide is sent to its linked Xero invoice when Send payments to Xero is on.
  • A payment recorded in Xero is added to its linked AdviserAide invoice when Bring payments in from Xero is on.
  • Removing a synced payment in one system is reflected in the other when syncing in that direction is on and Xero allows that payment to be removed.
Only payments for invoices already linked between AdviserAide and Xero are imported. See Payments and Xero for more detail, including Xero batch payments.

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Credit notes, waive-offs and refunds

Credit notes, waive-offs and refunds start in AdviserAide and are sent to Xero. AdviserAide keeps checking the Xero copy after it has been linked, so an unexpected change can be shown for review. If you create a refund in AdviserAide but choose to complete its payment in Xero, AdviserAide can recognise that payment on the linked refund during a later sync.
Credit notes created directly in Xero are not imported into AdviserAide. Applying a Xero-created credit note to an invoice does not reduce the amount due in AdviserAide and does not create an AdviserAide Sync History entry.
See Credit notes and refunds with Xero for the supported credit, waive-off and refund flows.

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Accounts and tax rates

AdviserAide reads active accounts and tax rates from Xero during setup and when you refresh them. This lets you choose Xero accounts and match tax rates without entering them again. AdviserAide does not create, rename or deactivate Xero accounts or tax rates. Make those changes in Xero, then refresh the lists in Settings → Integrations.

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Records that are not imported from Xero

For clarity, AdviserAide does not import:
  • invoices created only in Xero;
  • invoice dates, line items, descriptions or contacts changed directly in Xero;
  • new or changed Xero contacts; or
  • credit notes created directly in Xero, including credits applied to an invoice in Xero.
Payments recorded against an already linked invoice are the exception and can be imported when Bring payments in from Xero is on.