Xero Integration Workflow

Overview

This workflow covers connecting MyApprentice, a web-based app, to Xero, pushing invoices to Xero individually or in bulk, syncing payment status back into MyApprentice, resolving sync errors, and disconnecting Xero. Connecting Xero keeps your invoicing and accounting aligned. When connected to Xero, sending an invoice from MyApprentice authorises it in Xero so the client can pay it. Only invoices sync to Xero — quotes are not synced. As a sole trader you perform every step yourself with full access — there are no role handoffs.

Who This Workflow Is For

This guide is for a sole trader who runs the business alone. You manage the Xero connection with full access: connecting Xero, reviewing settings, pushing invoices, reviewing sync status, syncing payment status, resolving sync errors, and disconnecting.

Before You Start

You need access to your Xero organisation with sufficient permissions to authorise third-party app connections. MFA must be set up in MyApprentice before connecting Xero. Connecting Xero is MFA-gated. See Set Up MFA on Your Account. Invoices must exist in MyApprentice before they can be pushed to Xero.

End-to-End Workflow

Step 1: Connect Xero

Authorise the connection between MyApprentice and your Xero organisation.

1. From the left sidebar under ADMIN, select Business Settings and open the Integrations tab.
2. In the Xero section, select Connect to Xero.
3. You are redirected to the Xero authorisation page — log in with your Xero credentials, select the correct Xero organisation, and select Allow access (and Continue with organisations where shown).
4. You are returned to the Integrations tab, where the Xero section shows Connected with your Xero organisation name.

Step 2: Review Xero settings

Reviewing these settings ensures invoices sync with the correct accounting details.

1. Before relying on the connection, review the additional options in Business Settings → Integrations → Xero settings:
   • The default sales account code that synced invoices are coded to.
   • The default tax type applied to invoices sent to Xero.
   • Enable Xero upsert (allows MyApprentice to update matching existing Xero records rather than only creating new ones).
   • Tracking categories support where you use them.
   • Use Xero’s Pay Now link on invoices — tick this if you want clients to pay through Xero’s hosted Pay Now page on authorised invoices.
   • The Xero payment account — the bank or clearing account used to record card payments collected through MyApprentice as paid in Xero. Leave it empty to not record these payments in Xero. Caution: if your Stripe account also feeds Xero (bank feed or Xero payment service), recording here too can double-count the cash.

Step 3: Push a single invoice to Xero

Send one invoice across to Xero for payment collection.

1. Open Quotes & Invoices and open the invoice you want to push.
2. Choose a Xero push action:
   • Send to Xero (Draft) — creates the invoice in Xero as a draft for review before authorisation. Use this when you want to check the invoice in Xero first.
   • Send to Xero (Authorised) — creates and authorises the invoice in Xero immediately, placing it into the awaiting payment flow.
3. Confirm the action if prompted.
4. The invoice’s Xero sync status updates to Synced once the push succeeds. You send the invoice to the client from MyApprentice; sending authorises it in Xero so the client can pay it.

Step 4: Push multiple invoices to Xero

Send several invoices to Xero in one bulk push.

1. From the Quotes & Invoices page, select Send all to Xero.
2. Authorised invoices are pushed to Xero to await payment. Draft invoices are only included if you tick the include invoices still in draft checkbox — with it ticked, both draft and authorised invoices are pushed in the bulk push.
3. Review the invoice statuses after the bulk push completes.

Step 5: Review sync status

Check whether your invoices have synced successfully.

1. The invoice list includes a Xero sync status indicator. The sync statuses are Synced (pushed successfully), Not synced (not yet pushed or sync did not complete), and Failed (sync failed and requires correction).
2. Open an invoice to see further sync detail or an error message.

Step 6: Sync payment status from Xero

Pull payment updates from Xero back into MyApprentice.

1. After a client pays an invoice in Xero, pull the payment state back into MyApprentice: use Sync All on the Quotes & Invoices page to reconcile all open invoices at once, or open a single invoice and select Sync Xero Status. A card payment taken through MyApprentice’s Stripe is pushed to Xero automatically when the Xero payment account is set.
2. When Xero is connected, payment settlement is managed through Xero and the Mark as paid option does not appear in MyApprentice.

Step 7: Resolve a sync error

Identify and correct the cause when a push fails.

1. If a push fails, the invoice shows Xero sync status: Failed.
2. Open the invoice to read the error message in the Xero section. Common causes and resolutions:
   • Xero connection expired — the most common error. Reconnect via Business Settings → Integrations → Connect.
   • Missing Xero account code — set a default account code in Business Settings → Integrations → Xero settings.
   • Duplicate invoice number in Xero — change the invoice number in MyApprentice before re-pushing.
3. Also check the client details, invoice lines, GST/tax treatment, account code, totals, and that the correct Xero organisation is still connected.
4. There is no separate Retry Sync button — after correcting the cause, re-push the invoice using Send to Xero (Draft) or Send to Xero (Authorised).

Step 8: Disconnect Xero

Remove the Xero connection when it is no longer needed.

1. To disconnect, navigate to Business Settings → Integrations → Xero section and select Disconnect.
2. The local quote and invoice lifecycle in MyApprentice continues to work fully after disconnecting.

Common Issues & Limitations

• Connection required first. Invoices cannot be pushed until Xero is connected.
• Only invoices sync. Quotes are not synced to Xero.
• Xero connection expired. This is the most common sync error — reconnect from Business Settings → Integrations.
• Duplicate invoice number. If Xero already has an invoice with the same number, change the number in MyApprentice and re-push.
• Wrong organisation connected. Disconnect and reconnect, selecting the correct organisation during Xero authorisation.
• No Retry Sync button. Re-push using the standard Send to Xero actions after correcting the cause.
• Mark as paid hidden. When Xero is connected, payment is managed in Xero and the Mark as paid option does not appear in MyApprentice.
• Xero Integration feature toggle. If the Xero Integration feature is disabled, Xero connect, disconnect, push, and sync are unavailable; the local quote and invoice lifecycle still works.

What Happens Next

Synced invoices appear in Xero as Draft or Authorised depending on the push method used; you send them to clients from MyApprentice, and sending authorises the invoice in Xero so the client can pay. Payment recorded in Xero can be pulled back into MyApprentice with Sync All (or Sync Xero Status on a single invoice), closing the loop between job delivery, invoicing, and accounting.

Related Guides

• Invoicing Workflow
• Creating a Job and Completing the Work
• Client Enquiry to Accepted Quote