Xero-related tasks

Overview

This article is the Finance overview of every Xero workflow you handle in MyApprentice. Finance has access to Xero-related connections and content. Connecting Xero is typically done by the Business Owner or Admin from Business Settings → Integrations; once it is connected, Finance pushes invoices, resolves sync errors, exports invoice CSV, and works with the Xero billing portal where needed.

Who This Workflow Is For

The Finance role. The Business Owner, Admin, and Supervisor can also work with Xero.

Before You Start

Xero must be connected. If not, ask the Business Owner or Admin to connect it from Business Settings → Integrations (MFA-gated for them).

Step-by-Step Process

1. Confirm Xero is connected

1. Ask the Business Owner or Admin to confirm Xero status on Business Settings → Integrations.
2. If connected, the Integrations tab shows Connected.

2. Push a single invoice to Xero

1. Open the invoice from Invoices.
2. Confirm details are final.
3. Select Push to Xero. Sync status updates to Synced, Pending, or Error.

See Push an invoice to Xero for the deep-dive.

3. Bulk push using Send all to Xero

1. From the Invoices page or the Xero integration area, select Send all to Xero.
2. MyApprentice pushes every authorised invoice in MyApprentice (and any in draft awaiting push) to Xero in one operation.
3. Common use: end-of-month bulk push when invoicing is batched.

4. Export an invoice as CSV

1. From the Invoices list, select the three-dot menu next to the invoice amount.
2. Select CSV export from the dropdown.
3. The CSV downloads to your device — share with the accountant or import elsewhere as needed.

5. Resolve a sync error

1. Open the invoice in error.
2. Read the error message. Typical causes: missing client in Xero, invalid account code, missing tax mapping, invoice number conflict.
3. Fix the underlying issue in MyApprentice or in Xero.
4. Return to the invoice and select Push to Xero again.

6. Manage payment records back to Xero

1. When you Mark an invoice as paid in MyApprentice, the paid status syncs to Xero on the next push/sync cycle.
2. Confirm the payment is reflected on the Xero invoice.

What Happens Next

Invoices flow into Xero alongside your other sales. Payment records made in MyApprentice update Xero on subsequent syncs. Your accountant can pick up the Xero side of the books from there.

Common Issues

• Need to disconnect Xero. Disconnect is performed from Business Settings → Integrations by the Business Owner or Admin.
• No Xero CSV export at the business level. The per-invoice CSV export from the three-dot menu is the supported route. There is no separate Xero CSV bulk export in this round.
• Stripe and Xero simultaneously. Both can be connected together — Stripe collects the card payment and the paid status syncs to Xero (when the Xero payment account is set). See Connecting Stripe for Online Payments.
• Finance Xero settings access scope. Finance has Xero-only settings scope; non-Xero settings tabs are not available to Finance.

Related Guides

• Push an invoice to Xero
• Invoice management
• Mark an invoice as paid