Auto Sync: Send Your Sales to Xero Automatically

Auto Sync sends your sales to Xero by itself. Once a sales channel has an Auto Syncing row, each new order from it becomes a Xero invoice about a minute after it's made, and its payments and returns follow. To set it up, open Settings › Integrations, click Manage on the Xero card, and click Add auto syncing.

What Auto Sync sends

• Each order becomes an invoice in Xero.
• Payments on the order are recorded against that invoice.
• A sales return becomes a credit note.
• For B2B agents, you can send each order, or the monthly invoice you issue to the agent instead.

Only sales channels that have an Auto Syncing row are sent. Training orders are never sent.

Where to find it

1. In the Console, click the gear icon (Settings) at the top right.
2. Under Administration, click Integrations.
3. On the Xero card, click Manage. The Xero Settings page opens.
4. If you connected more than one Xero organisation, click the one you want at the top of the page.

Auto Syncing is the first section on the page. Its table lists each row with Sync From (the sales channel) and To Contact (the Xero contact the invoices go to).

Set up Auto Sync

1. In the Auto Syncing section, click Add auto syncing. The Add Auto Syncing Mapping window opens.
2. Under From Sales Channel, choose Online Store, Point of Sale or B2B.
3. Choose which ones to include:
   • For Point of Sale or Online Store, pick your shops or online stores in Limit to Specific Shop (Optional) or Limit to Specific Online Store (Optional). Leave it empty to include all of them.
   • For B2B, first choose the Invoice Sync Option: Sales Order sends one Xero invoice per order, and Monthly Invoice sends one Xero invoice for each monthly invoice you issue to the agent. Then pick the Agents, or leave it empty to include all agents.
4. Under To Contact, choose which Xero contact the invoices go to. If you choose Manual Select Xero Contact, also pick the contact from your Xero list.
5. Click Add. You see "Syncing schedule added", and the row appears in the table.

Add one row for each sales channel you want to send. For example, a laundry with two shops and an online store can add one Point of Sale row for both shops and one Online Store row.

Choose the Xero contact

The To Contact list decides whose name the invoices carry in Xero:

Choosing the Right Contact Matching Method for Your Business explains each option in detail.

Change or remove a row

Click the menu at the end of a row in the Auto Syncing table:

• Edit changes the sales channel or contact. Click Update to save.
• Manual Syncing sends past orders for that row's sales channel and contact, for dates you choose.
• Delete stops sending that sales channel's new orders.

Check that it works

1. Make a small test order on a sales channel you just added.
2. Wait about a minute.
3. Refresh Xero. The invoice appears under the contact you chose.

If it doesn't appear, open the Xero Sync page (Sync on the Xero card) and see Troubleshooting Your Xero Sync.

FAQs

Can a sales channel sync to both Xero and QuickBooks?

No. Send each sales channel to one accounting system. If an order matches an Auto Syncing row in Xero and a customer route in QuickBooks Online, EasyBiz sends it to neither, so it is never booked twice.

I added a row today. Why aren't last week's orders in Xero?

Auto Sync only sends orders from the moment you add the row. Send last week's orders with Manual Sync.

Do I need to keep the Console open?

No. Auto Sync runs on its own, even when nobody is signed in.

What's next

Now that Auto Sync is running, continue to Manual Sync to send past orders or resend a date range.