Who can do this?
- The Office Admin · Office Admins
- The Boss · Business Owners
- The Books · Finance
- One-Person Show · Sole Traders
- The Foreman · Supervisors
Overview
Connecting Xero links your MyApprentice business to a Xero organisation so invoices can be pushed across to your accountant’s books. Connection is optional — if you do not use Xero, leave it disconnected. The connection is set up once and is MFA-gated.
Who This Workflow Is For
The Sole Trader role.
Before You Start
You need:
- MFA set up on your MyApprentice account. Connecting Xero is MFA-gated. See Set up MFA.
- A Xero organisation and the email + password (or single sign-on) you use to access it.
- Permission inside Xero to authorise third-party app connections for that organisation.
Step-by-Step Process
- In the left sidebar under ADMIN, select Business Settings.
- Open the Integrations tab.
- In the Xero section, select Connect Xero.
- Complete the MFA prompt.
- MyApprentice opens the Xero authorisation page.
- Sign in to Xero and select the Xero organisation to connect.
- Grant the permissions Xero requests. Xero returns you to MyApprentice.
- Confirm the Xero connection shows as Connected.
- Review default mapping settings (default account code, tax mapping) and save.
What Happens Next
You can now push invoices to Xero — see Push an invoice to Xero. Per-invoice CSV export is available from the three-dot menu next to the invoice amount. Stripe and Xero can both be connected — Stripe collects the client’s card payment and the paid status flows through to Xero (when the Xero payment account is set). See Connecting Stripe for Online Payments.
Common Issues
- MFA prompt blocks the action. Set MFA up first.
- Xero authorisation fails. Confirm the right Xero account and organisation. Retry.
- Wrong Xero organisation connected. Disconnect and reconnect, choosing the correct organisation.
- Disconnect Xero. From Business Settings → Integrations, select Disconnect Xero. New pushes will no longer reach Xero; invoices already pushed remain.
Related Guides
Related in Invoicing & Payments
Create Your First Invoice
Create an invoice — from an accepted quote, from a completed job, or manually — ready to send to the client.
Send an Invoice to the Client
Review a draft invoice and send it to the client.
Mark an Invoice as Paid
Record a payment received outside an integrated payment provider — bank transfer, cash, or a manual card payment — against an invoice.
Connect Xero
Link MyApprentice to a Xero organisation so invoices can be pushed to your accountant's books.