Before You Start

This guide assumes Xero is already connected. For setup, see the Xero Integration Overview , Connect Your Account , Auto Sync , Manual Sync , Configuring Account Codes , and Mapping Payment Methods .

To see your sync activity, go to Settings → Integrations → Xero → Sync .

How to Read the Sync Status

Each sync batch shows a status like 1/38/47. Read it as failed / successfully synced / total:

  • 1 — items that failed
  • 38 — items successfully synced to Xero
  • 47 — total items in the batch

If the numbers do not add up to the total, the remaining items are still queued, processing, or retrying. In the example above, 8 items (47 − 38 − 1) are still in progress.

A record shows Succeeded when its invoice was sent to Xero, and Failed when EasyBiz tried but the sync could not be completed. Failed records include the reason in the details.

How Long Does a Sync Take?

There is no fixed duration — it depends on the amount of data being synced. Xero also limits how much data can be sent at once, so large date ranges should be split into smaller batches (for example, one week or one month at a time).

If nothing has appeared in Xero after a long wait:

  1. Open Settings → Integrations → Xero → Sync and check the batch status.
  2. Check whether the orders in your date range were actually eligible (see the next section).
  3. If the batch still shows no progress, contact support with the exact sales channel and date range you synced so the team can check the records precisely.

Why Some Orders Never Appear in Xero

Not every order in a date range is sent. Common reasons an order is skipped or fails:

  • Cancelled orders are not sent to Xero.
  • Zero-value orders ($0.00) are skipped automatically — Xero does not accept zero-value invoices. If you want them recorded, update the pricing on those orders first, then re-run the sync.
  • Duplicate invoice numbers. Xero does not allow two invoices with the same number in one organisation. If Xero already has an invoice with that number (perhaps under a different contact, or an old paid/voided invoice), the sync cannot push the new one through. Search Xero for the invoice number both with and without your prefix. Void or renumber the existing invoice, then run the sync again — only the missing items are re-pushed.

Also note that sales which are not yet finalised for accounting are sent to Xero as Awaiting Approval, not Draft. The invoice is already in Xero, and your finance team can review and approve it there. If you want to review sales before they reach Xero at all, use Manual Sync instead of Auto Sync.

Finding and Fixing a Failed Item

  1. Go to Settings → Integrations → Xero → Sync .
  2. Click the sync row. It shows the error and usually the related order number or reference.
  3. Fix the cause (for example, correct the order in EasyBiz or resolve the conflict in Xero), then sync the same range again.

Is It Safe to Sync Again?

Yes — re-syncing is safe for orders that EasyBiz has already synced:

  • Do not delete the Xero invoices first if you are correcting the same orders. Update them in EasyBiz and sync again — the linked Xero invoices will be updated, not duplicated.
  • You also do not need to delete old sync request rows before adding a new one.
  • A new sync will not remove invoices sent by mistake. There is no undo for completed syncs, so any unwanted authorised invoices must be voided in Xero.

Xero Contact Search Shows No Results

When picking a Xero contact in EasyBiz, search using the full contact name exactly as it appears in Xero, or the contact’s exact email address. For example, if the contact is saved in Xero as “Honestbee Pte Ltd”, search “Honestbee Pte Ltd” rather than just “Honestbee”.

For how contacts are matched during sync (by name, phone number, customer ID, or a single generic contact), see Choosing the Right Contact Matching Method .

Connecting Two EasyBiz Accounts to One Xero Organisation

This is supported. When connecting each EasyBiz account, pick the same Xero organisation in the list. Account codes and payment mappings are configured independently per account.

The one thing to watch is invoice numbers, since Xero does not allow duplicates within one organisation. In each account’s Xero settings, scroll to Field Format Settings and give each account a different prefix on the Sales Order Invoice Number and Monthly Invoice Number fields (for example BM- for one account, NSK- for the other). Type @ in the field to insert placeholders such as the order number.

Still stuck? Open the Help panel in your Console and message support — include the sales channel, date range, and order numbers involved so the team can check the exact records quickly.