Connecting and Using Xero

Overview

Connecting Xero lets you push MyApprentice invoices into your Xero accounting platform — individually or in bulk — and keeps invoice payment status in sync. Only invoices sync; quotes are not pushed to Xero.

Who uses this feature

Connecting, disconnecting, and managing Xero is done from Business Settings → Integrations, so it is available to roles with Business Settings access — Business Owner, Sole Trader, Admin, and Finance. Supervisors can push invoices to Xero once it is connected, but cannot connect or manage the integration. MFA is required. Tradies and Apprentices have no Xero access.

When to use this feature

• You use Xero for accounting and want invoices to flow through.
• You need to push a single invoice, or several at once.
• You need to confirm an invoice synced correctly, or troubleshoot a sync error.
• You need to reconcile MyApprentice invoice status against Xero payment status.

What you can do with this feature

• Connect (and reconnect) Xero from Business Settings → Integrations.
• Push an invoice to Xero as a Draft or Authorised.
• Send all eligible unsynced invoices to Xero in bulk.
• Reconcile invoice payment status with Sync All.
• Track invoice sync status in MyApprentice.

How the feature works

Connect Xero

1. In the left sidebar, under ADMIN, select Business Settings.
2. Select the Integrations tab.
3. Select the Xero connection option.
4. Follow the prompts to authorise with your Xero account.
5. Complete MFA verification if prompted.
6. During connection, tick Use Xero’s Pay Now link on invoices if you want clients to pay through Xero’s hosted Pay Now page on authorised invoices.
7. (Optional) Set 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.

You need an active Xero subscription and administrator access to your Xero organisation. MFA must be set up on MyApprentice first.

Push an invoice to Xero

1. Open Invoices.
2. Select the invoice to be pushed.
3. Review client, line items, GST, total, and payment details.
4. Choose your push option:
   • Send to Xero (Draft) — the invoice is created in Xero as a draft for later approval.
   • Send to Xero (Authorised) — the invoice is approved in Xero and appears in the awaiting payment flow.
5. Confirm if a confirmation prompt appears.
6. Open Xero to review, approve, or send the invoice if you need to.

The MyApprentice invoice status updates to Xero Draft or Xero Authorised.

Send all invoices to Xero

1. Navigate to the Invoices page.
2. Review which invoices have not yet been pushed to Xero.
3. Select Send all to Xero in the top right of the page (where available).
4. Confirm the bulk action if prompted.
5. Review invoice statuses after syncing.

Sync All — reconcile with Xero

Select Sync All (next to Send all to Xero on the Quotes & Invoices page) to pull the latest payment and sync status from Xero for your open invoices on demand. This is a read-only pull — it cannot change anything in Xero — and is useful to confirm that payments made in Xero are reflected in MyApprentice.

Online payments and Xero

• Emailing authorises in Xero. Sending an invoice by email authorises it in Xero, so the client can pay it (Xero’s Pay Now link only works on authorised invoices).
• Stripe card payments push to Xero. When a client pays by card through MyApprentice’s Stripe, the payment is recorded against the invoice in Xero automatically — provided you set the Xero payment account. See Connecting Stripe for Online Payments for how Stripe, Xero, and the Client Portal combine to determine how clients pay.

Sync status and resolving errors

• An invoice that should be synced but has not been pushed appears as Not synced to Xero in the dashboard Needs Your Attention panel. Open it and push it to Xero.
• If an invoice does not appear in Xero after pushing, refresh Xero. If it is still not visible, check the Xero connection in Integrations.
• If the push option does not appear at all, confirm Xero is connected.

Role-specific notes

• Business Owner / Sole Trader / Admin / Finance: connect, disconnect, and manage Xero (including the Pay Now and payment-account settings), and push invoices.
• Supervisor: can push invoices to Xero, but cannot connect or manage the integration.
• Tradie / Apprentice: no Xero access.

Related workflows

• Creating, Sending, and Tracking Invoices
• Connecting Stripe for Online Payments
• Securing Your Account with MFA

Important notes

• Only invoices sync to Xero. Quotes are not synced.
• When Xero is connected, Mark as paid in MyApprentice is hidden — invoices are reconciled in Xero and the status syncs back.