What is Auto Sync
Auto Sync is designed to run in the background without you touching it. Once you enable it, every new sale you make is instantly pushed to Xero.
Where to find this setting?
Go to Settings > Business Portfolios. Click your business > Click the three dotsfor Xero > Settings. Scroll down to the Auto Syncingsection.
Understanding Contact Mapping
When setting this up, you have two choices for how these invoices appear in Xero:
1. Auto-Match (Dynamic)
The system looks for a contact in Xero with the exact same name.
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For Online Stores/B2B: It looks for the Customer’s Name (e.g., “John Doe”). If “John Doe” doesn’t exist, it creates him.
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For POS: It looks for the Location Name: (e.g., “Clementi Branch”). This groups all sales from that store under one Xero contact.
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**Auto match by Customer Phone Number.:**A separate Xero contact will be created for each customer using their phone number as a unique identifier. This means two customers with the same name but different phone numbers will become separate contacts in Xero. This is useful if your customers share common names and you need a reliable way to tell them apart.
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Auto match by Customer ID: A separate Xero contact will be created for each customer using their customer ID (e.g., 1001) as a unique identifier. This is best for B2C businesses that use a customer index system.
2. Manual Select (Generic Contact)
This acts as a “Catch-All.” You force all sales from a specific channel to go into a single, generic Xero contact of your choice.
How to set up Auto Sync
The Workflow
Once active, the process is seamless:
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Create an order on your sales channel. (In the video guide above, we demonstrated this using the POS).
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Wait a few seconds.
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The order appears in Xero automatically.