Xero Integration

The Xero integration connects Intellicon CRM to your Xero accounting platform, enabling bi-directional sync of contacts, accounts, and invoices. This eliminates double data entry and keeps your sales and accounting data aligned.

Navigate to Admin > Integrations > Xero.

Xero Integration Setup

OAuth Consent Flow

1. Click Connect to Xero.
2. You are redirected to Xero's login page.
3. Sign in with your Xero admin account.
4. Select the Xero organization you want to connect.
5. Review the permissions Intellicon CRM is requesting:
   • Read and write Contacts
   • Read and write Invoices
   • Read Chart of Accounts
6. Click Allow Access.
7. You are redirected back to Intellicon CRM with a success message.

info

The OAuth token expires periodically. Intellicon CRM automatically refreshes it. If the refresh fails (e.g., Xero credentials changed), you will need to reconnect.

Contact/Account Matching

When syncing, the system needs to match CRM contacts and accounts to Xero contacts.

Automatic Matching

The system attempts to match records by:

1. Email address — exact match
2. Company name — fuzzy match
3. Phone number — exact match

Manual Matching

For records that cannot be auto-matched:

1. Navigate to the Matching tab.
2. View the list of unmatched CRM records and Xero contacts.
3. Manually link records by selecting the correct Xero contact for each CRM record.
4. Click Save Matches.

tip

Run manual matching after the initial connection to ensure key accounts are correctly linked before enabling auto-sync.

Auto-Sync Configuration

Configure what data syncs and how often:

1. Select the Sync Settings tab.
2. Configure:
   • Sync Direction: CRM to Xero, Xero to CRM, or Both
   • Sync Frequency: Every 15 min, hourly, daily, or manual only
   • Contact Sync: Enable/disable contact synchronization
   • Invoice Sync: Enable/disable invoice synchronization
   • New Record Behavior: Auto-create in the target system or queue for review
3. Save.

Setting	Recommended
Direction	Bi-directional
Frequency	Hourly
Contact Sync	Enabled
Invoice Sync	Enabled
New Records	Queue for review (initially)

Manual Sync Operations

To trigger a sync manually:

1. Click Sync Now on the Xero integration page.
2. Select what to sync: Contacts, Invoices, or All.
3. The sync job starts and you can monitor progress in Batch Jobs.

warning

Manual syncs process all records, not just changes. For large datasets, this can take several minutes. Avoid triggering manual syncs during peak business hours.

Pushing Invoices to Xero

When invoices are created in Intellicon CRM, they can be pushed to Xero:

1. Ensure invoice sync is enabled in Sync Settings.
2. When an invoice is created or finalized in the CRM, it is queued for Xero sync.
3. The invoice appears in Xero with:
   • Linked Xero contact
   • Line items and amounts
   • Due date and reference number
   • Payment status (synced back from Xero when paid)

Field Mapping

View and configure how CRM fields map to Xero fields:

1. Select the Field Mapping tab.
2. Review the default mappings:

CRM Field	Xero Field
Account Name	Contact Name
Email	Email Address
Phone	Phone Number
Billing Address	Address (POBOX)
Tax ID	Tax Number
Invoice Amount	Total
Invoice Date	Date
Due Date	Due Date

3. Customize mappings for custom fields if needed.
4. Save.

Troubleshooting Xero Sync

Common Issues

Issue	Cause	Solution
"Token expired" error	OAuth token refresh failed	Reconnect to Xero via OAuth
Duplicate contacts in Xero	Auto-matching failed	Review and fix matching manually
Invoice amounts differ	Currency conversion	Verify currency settings in both systems
Sync stuck at "Processing"	API rate limit reached	Wait 1 hour and retry; Xero limits to 60 calls/minute
"Organisation not found"	Connected to wrong Xero org	Disconnect and reconnect, selecting the correct organization

Checking Sync Logs

1. Go to the Sync Log tab on the Xero integration page.
2. View recent sync operations with status (success/failed), records processed, and error details.
3. Click on a failed record to see the specific Xero API error message.

danger

If you disconnect and reconnect Xero, all existing matches are preserved. However, if you connect to a different Xero organization, matches will be invalid and need to be rebuilt.

Best Practices

1. Start with manual sync to verify data quality before enabling auto-sync.
2. Review matches carefully — incorrect matches cause data corruption in both systems.
3. Monitor weekly — check the sync log for recurring errors.
4. Use staging first — if Xero offers a demo company, test the integration there before connecting to production.
5. Keep field mappings current — update mappings when you add custom fields.

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Next: Google Calendar — Set up two-way calendar synchronization.