Push an invoice to Xero

Overview

Once Xero is connected, you can push individual invoices from MyApprentice into your Xero organisation so they appear in your accountant’s books alongside the rest of your sales. The push happens from the invoice record. You can also push every authorised invoice in one operation using Send all to Xero — useful at the end of the month when you have batched invoicing until then. Sync status appears on the invoice and in the Xero sync area, where you can resolve any errors. A per-invoice CSV export is also available from the three-dot action menu on each invoice.

Who This Workflow Is For

This workflow applies to Admin, Business Owner, Finance, Sole Trader, and Supervisor.

Before You Start

Xero must be connected — see Connect Xero. For a single push the invoice should be in Sent (or Authorised) status. Confirm the client on the invoice exists in Xero (or that your client-sync settings push the client first).

Step-by-Step Process

Push a single invoice to Xero

1. Open Invoices (or Quotes and Invoices) from the sidebar.
2. Find the invoice you want to push.
3. Open the invoice.
4. Confirm the invoice details are final — line items, materials, labour, totals, account code, tax output, and client details.
5. Choose your push option: Send to Xero (Draft) creates the invoice in Xero as a draft for later approval; Send to Xero (Authorised) approves the invoice in Xero and puts it into the awaiting-payment flow.
6. MyApprentice creates (or updates) the corresponding invoice in Xero. The sync status on the invoice updates:
   • Synced — the invoice has been created in Xero.
   • Not synced — the push has not yet completed or was not attempted.
   • Failed — the push failed; see Review Xero sync and resolve errors.

Bulk push using Send all to Xero

When you are connected to Xero, you can push every authorised invoice in MyApprentice in one operation. This is commonly used at the end of the month when a business has batched invoicing and wants to send the whole month’s invoices to Xero as a single bulk push.

1. Open the Invoices page or the Xero integration area.
2. Select Send all to Xero. MyApprentice pushes every invoice that remains Authorised (or sitting in Draft awaiting push) in MyApprentice to Xero in turn.
3. The sync status on each invoice updates as it is pushed. Review the list for any Error statuses and resolve them — see Review Xero sync and resolve errors.

Export an invoice as CSV from the three-dot menu

Each invoice has a three-dot action menu next to its amount. This menu includes a CSV export option (and Mark as paid — see Mark an invoice as paid).

1. Open Invoices from the sidebar.
2. On the invoice row, select the three-dot menu next to the amount.
3. Select the CSV export option from the dropdown. The CSV downloads to your device. Open the file from your Downloads folder and share with your accountant or import into another tool as needed.

What Happens Next

For a single push, the invoice (and the associated client, where the client did not previously exist in Xero) appears in your Xero organisation. For a bulk push, every authorised invoice is sent across in one operation. Payment records made in MyApprentice flow through to Xero on subsequent syncs. If the invoice is updated in MyApprentice after the push, push again to send the updated version to Xero.

Common Issues

• Push failed with an error. Open the invoice (or the Xero sync area) and read the error message. Common causes: missing client in Xero, invalid account code, missing tax mapping. Resolve and retry — see Review Xero sync and resolve errors.
• Wrong client in Xero. Check the client’s name and email match between MyApprentice and Xero. Where MyApprentice creates a new client in Xero, an exact match avoids duplicates.
• Invoice already exists in Xero. If the invoice was created in Xero manually first, the push may fail or create a duplicate. Confirm whether you want MyApprentice or Xero to be the system of record for this invoice.
• Cannot find Push to Xero. Confirm Xero is connected and the invoice is in a status that allows the push. Disconnected Xero hides the action.
• Send all to Xero missing. Send all to Xero is only visible when Xero is connected. If it is missing, confirm the connection on Business Settings → Integrations.
• Stripe + Xero together. Stripe and Xero can both be connected at the same time — 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.

Related Guides

• Connect Xero
• Review Xero sync and resolve errors
• Create an invoice
• Edit and send an invoice
• Mark an invoice as paid