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 you can push invoices across to your accountant’s books. The connection is set up once from Business Settings → Integrations and is an MFA-gated action. Once connected, individual invoices and (optionally) clients sync to Xero from the invoice records in MyApprentice.
Who This Workflow Is For
This workflow applies to Admin and Business Owner.
Before You Start
MFA must be set up on your account — Xero connection is MFA-gated. See Set up MFA. You need an existing Xero organisation and the credentials to sign in to Xero. Decide which Xero organisation MyApprentice should connect to if you manage multiple.
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 — connecting Xero is an MFA-gated action.
- MyApprentice opens the Xero authorisation page.
- Sign in to Xero with your Xero credentials and select the Xero organisation you want to connect to.
- Grant the permissions Xero requests. Xero returns you to MyApprentice once authorisation completes.
- Confirm the Xero connection now shows as Connected in the Integrations tab.
- Review any default mapping settings on the Integrations tab (for example default account code, tax mapping) and save.
What Happens Next
You can now push invoices to Xero from each invoice record. You can also push every authorised invoice in one operation using Send all to Xero — see Push an invoice to Xero. Sync status is visible on the invoice itself and in the Xero sync area — see Review Xero sync and resolve errors. A per-invoice CSV export is available from the three-dot action menu next to each invoice’s amount. Finance users can view and work with the Xero integration within their scope.
Stripe and Xero can both be connected on the Integrations tab — 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 on your account first — see Set up MFA.
- Xero authorisation fails. Make sure you are signing in to the correct Xero account and selecting the correct organisation. Try again from MyApprentice if Xero times out.
- Wrong Xero organisation connected. Disconnect Xero (see below) and reconnect, choosing the correct organisation during the Xero authorisation step.
- Disconnect Xero. Return to Business Settings → Integrations and select Disconnect Xero. Confirm the disconnect. New invoice pushes will no longer reach Xero; invoices already pushed remain in Xero.
- Finance user wants to manage Xero settings. Finance has Xero-only settings scope — they can view and edit Xero settings already represented in the configuration.
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.