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Xero is an accounting software that simplifies the handling of payments and associated tasks. Integrating Xero with Freshsales allows Sales teams to view billings and invoices from within the CRM.


Article Navigation:
- Who can configure this?
- What does the Freshsales <-> Xero integration offer?
- How to integrate Xero with Freshsales?

- How do I disconnect from Xero?

- How to use Xero inside Freshsales? 

  1. Accessing invoice from Freshsales
  2. Customising your Xero integration view
Quick steps: 
Admin Settings > Apps > Xero > Toggle Switch > Connect to Xero > Fill Credentials and Sign in > Allow Access > Save


Who can configure this?

All Freshsales Admin with an active Xero account can enable this integration.


Note: The Xero integration with Freshsales is an account-level integration. It can be configured to allow flow of information from Xero to Freshsales.


What does the Freshsales <-> Xero integration offer? 

  1. View lead or contact invoices within Freshsales

  2. Get a summary of total paid and unpaid amount for each lead, contact, account, and deal

  3. Pin Xero invoices against your records in Freshsales

  4. Search your Xero invoice without having to leave Freshsales


Data Flow:



How to integrate Xero with Freshsales?

  1. Click Admin settings and scroll down to Apps. Click open the apps page.
    Note: Only users with Admin access to the Freshsales account can configure a Xero integration.

  2. Scroll down to the Xero app and click the toggle switch. This opens a dedicated page for xero app.

  3. Click the  button. This opens up an authentication page for you to fill in credentials for your Xero account.

  4. Fill in your Xero credentials and click Sign In.

  5. Upon successful sign in, you will be directed to an authentication page that requests you to allow access to the freshsales account.

  6. Click . You will be redirected to the Xero integrations page in Freshsales. You can find the company name and the email address that has been used to integrate your Xero account.

  7. Hit to activate the integration on Freshsales.


How to use Xero inside Freshsales?


Xero can be used in the following manner:

Accessing invoice from Freshsales:

  1. All invoices related to a given Lead or Contact is listed in their respective details page.

  2. Go to the Lead or Contact module. Click on the record whose invoice you want to view.

  3. Scroll down to the integrations section: 


Note:

  • Invoices are listed only for those leads or contacts who are customers in Xero.

  • By default, all the open invoices are listed.

  • The most recent invoices are listed on top.


Customising your Xero integration view:


You can use the following functions in your Xero integration:

Search box

Use this to search for specific invoices by the invoice number for that particular record.

Filter by date

Use this feature to list all invoices with Invoice date during a particular time of the year. Once you enter the start and end date, click Apply to see the filtered results.

Total paid and Total unpaid

These two boxes show the gross amount that’s been paid and the amount that is as of yet unpaid by the Lead or Contact. Click the boxes to get a list of all paid and unpaid invoices.

Pinned Invoices

Bookmark an important invoice for your quick reference by clicking the pin icon. Find the pin icon to the left of every invoice. On choosing the Linked Invoice view, you can list all these pinned invoices. You can use this more like a priority filter view.

Saved views

A list of five saved views that helps you skim through a filtered set of invoices.

  • Paid: Balance = 0 and Status= Paid

  • Unpaid: Balance > 0 and Status = Open or Overdue or Partially Paid

  • Open: Balance > 0 & Due date > Current date

  • Overdue: Balance > 0 & Due date < Current date

  • Pinned: Invoices that are pinned to your Lead or Contact


Interpreting the list of invoices:

The following are the details that are available for each invoice—

  • Invoice number (Clickable. Takes you to the invoice’s detailed view on Xero)

  • Invoice date

  • Invoice type

  • Balance

  • Total

  • Status(paid or unpaid). 

This is filled or empty based on the data that’s seen in Xero.


Payment notifications
If any paid invoice is processed as part payments, i.e:payment done in installments, then a Payments link is visible next to the corresponding paid invoice status field. Hover over this link to know the date, amount and payment number of each of the installments. You can also see the number of installments that’s been paid from the status field.


Frequently Asked Questions
How do I disconnect from Xero?

To disconnect from Xero, go to Admin Settings > Apps > Xero and click on ‘Remove.’ This disables the integration between your Freshsales and Xero accounts.


What are functionalities not offered by the Freshsales<>Xero integration?

The Freshsales<>Xero integration supports only one-way sync. This means that the direction of information is from Xero to Freshsales. Users can receive updates from their Xero application in Freshsales. This means they will not be able to do activities such as raise an invoice from their Freshsales application. They will only be able to view an invoice that is created in Xero

When and how does data sync occur? Is it manual, automatic, on login, in real-time? Are there any settings related to synchronizing?

The data sync between Freshsales and Xero is real-time.