Review Xero sync and resolve errors

Overview

Each invoice you push to Xero carries a sync status — Synced, Not synced, or Failed. When something goes wrong (an invalid account code, a missing client in Xero, a tax mapping issue) the sync sits in Failed until you fix it. This article walks through reviewing sync status and resolving the common errors.

Who This Workflow Is For

The Business Owner. Admin, Supervisor, and Finance can also review Xero sync status and resolve errors within their scope.

Before You Start

Xero must be connected — see Connect Xero. You need access to both MyApprentice and the Xero organisation to compare and resolve issues.

Step-by-Step Process

Review sync status

1. Open Invoices (or Quotes and Invoices) from the sidebar.
2. Each invoice row shows its Xero sync status — Synced, Not synced, or Failed.
3. To see the integration-wide view, open Business Settings → Integrations → Xero (or the dedicated Xero sync section if one is available in your build).
4. Review the list of invoices and their sync states.
5. To pull the latest payment and sync status back from Xero on demand, select Sync All (next to Send all to Xero) on the Quotes & Invoices page. This is a read-only reconcile — it cannot change Xero data.

Resolve a sync error

1. Open the invoice in error.
2. Read the error message attached to the sync status. Common error types:
   • Client not found in Xero. The client on the invoice does not exist in Xero. Either create the client in Xero first, or update the MyApprentice client record (name, email) to match an existing Xero contact, then retry the push.
   • Invalid account code. The account code on the invoice does not exist in Xero. Update the account code on the invoice (or in the default mapping) and retry.
   • Tax mapping issue. The tax output value does not map to a Xero tax rate. Update the tax output or the mapping settings and retry.
   • Invoice number conflict. An invoice with the same number already exists in Xero. Decide which is the source of truth, remove the duplicate from one side, and retry.
3. Fix the underlying issue:
   • Update the invoice or client record in MyApprentice.
   • Or update the matching record in Xero.
4. Return to the invoice in MyApprentice and select Send to Xero (Draft) or Send to Xero (Authorised) depending on which state you want the re-push to land in. There is no separate Retry sync button — re-pushing uses the same Send-to-Xero action.
5. The sync status updates. If it succeeds, the invoice moves to Synced. If it fails again, repeat with the new error message.

What Happens Next

Once the error is resolved, the invoice is in Xero alongside your other sales and follows your usual Xero workflows from there. Payment records made in MyApprentice flow through on subsequent syncs. Keep an eye on the sync status panel — recurring errors usually point to a configuration issue (account code, tax mapping) that is worth fixing in the defaults rather than per invoice.

Common Issues

• Sync stays in Not synced. Refresh the invoice or retry the push. If still stuck, check the Xero connection on Business Settings → Integrations and reconnect if needed.
• Same error repeats after retry. The fix did not address the underlying issue. Read the error carefully, compare records in MyApprentice and Xero, and adjust.
• Cannot retry. Confirm Xero is still connected (Integrations tab shows Connected). Reconnect if needed. (Re-push uses Send to Xero (Draft) or Send to Xero (Authorised) — there is no separate Retry Sync button.)
• Need a CSV export of a single invoice. Open the invoice on the Invoices page and select the three-dot menu next to the amount — the dropdown includes a CSV export option (and Mark as paid).
• Stripe + Xero. Both can be connected together — Stripe collects the client’s card payment and the paid status syncs through to Xero (when the Xero payment account is set). See Connecting Stripe for Online Payments.

Related Guides

• Connect Xero
• Push an invoice to Xero
• Create an invoice
• Edit and send an invoice