Xero sync - Best practices

Contacts vs. Vendors/Customers

  • Vendors and Customers will connect to the same contacts in Xero, as long as the names match exactly and there are transactions associated in CashFlow Complete
  • If Contacts in Xero do not have transactions, assign them to one of the groups that the sync creates: Sync to Bill.com Vendors or Sync to Bill.com Customers. If the Contact exists as both a Customer and a Vendor, add them to both groups.
  • If the names of Contacts in Xero do not match exactly to the Vendors/Customers in CashFlow Complete, then the Contact will be created as a new Vendor/Customer in CashFlow Complete, and the Vendor/Customer in CashFlow Complete will be created as a new Contact in Xero, thus creating duplication in both systems.
  • Newly-created Contacts in Xero will only sync to CashFlow Complete if a transaction is associated with the contact. When a transaction is created, Xero will categorize them and then sync them into CashFlow Complete.
    • Bill - Contact will be categorized as a Vendor
    • Invoice - Contact will be categorized as a Customer
  • Newly-created Vendors/Customers in CashFlow Complete will sync over to Xero in either the Sync to Bill.com Vendors group, or Sync to Bill.com Customers group. If a Vendor and Customer in CashFlow Complete have the same name, then they will sync as one Contact in Xero, but will be a part of both Groups.
  • In order to sync to CashFlow Complete, the contact address in Xero must be in the Postal Address section. Also, the contact phone must be in dash format (xxx-xx-xxxx) and in the Phone field in order to sync to CashFlow Complete.
  • Undeleting an inactive vendor/customer in CashFlow Complete will not restore the arhcived contact in Xero

Archive vs. Delete

  • CashFlow Complete never truly deletes information. If choosing to Delete a record in CashFlow Complete, it becomes inactive, the same record in Xero will be Archived. Most deleted records can be un-deleted in CashFlow Complete.
  • Xero has the option to delete, which will truly delete records in Xero. If a record is deleted in Xero, the matching record in CashFlow Complete is unchanged. Because the record was removed in Xero, there is no update triggered for the sync to carry over.
  • Undeleting an inactive vendor/customer in CashFlow Complete will not restore the arhcived contact in Xero
    • Restore the contact in Xero and the sync will undelete the vendor/customer in CashFlow Complete

Tracking Categories

  • In order for tracking categories to sync, they must be named Location and Department in Xero
  • When initially creating locations and departments, they will sync from Xero to CashFlow Complete and/or CashFlow Complete to Xero. Updates/deletions made to these items, however, will not sync from Xero to CashFlow Complete, and must be done in CashFlow Complete manually.

Reconciliaton

CashFlow Complete makes one or two lump-sum withdrawals (depending on when payments are scheduled) for the total amount of bills paid on a given day. This withdrawal(s) is located in the CashFlow Complete Money Out Clearing account in Xero. When reconciling the bank account, the reconciliation will need to be done once for all bills paid on a given day.

Chart of Accounts

When creating a bank account or charge account in Xero, a corresponding chart of account is auto-created. The chart of account will sync to CashFlow Complete.

Items

  • Most items will sync in both directions between CashFlow Complete and Xero
    • Sales Tax items will only sync one way from Xero to CashFlow Complete

Bills

  • Only unpaid bills sync from Xero into CashFlow Complete, so payments should always be initiated in CashFlow Complete. When paying a bill in CashFlow Complete, there are options to pay via CashFlow Complete (check or ACH), or record a payment made offline. Either type of payment will sync and be applied to the same bill in Xero.
  • Xero Expense Claims is an application that allows users to submit claims for their work expense claims.Bills created in Xero using Xero Expense Claims won't sync to Bill.com.
  • The ability to sync only Approved bills to Xero is available. Learn more from our article: Sync only Approved Bills and Vendor Credits

Vendor Credits

  • Only unapplied vendor credits sync from Xero, best practice is to apply vendor credits in CashFlow Complete.
  • When making a payment with a vendor credit, we will sync it to Xero, where it gets automatically applied.
  • The ability to sync only Approved bills to Xero is available. Learn more from our article: Sync only Approved Bills and Vendor Credits

Credit Memos

  • Credit Memos do not sync to/from Xero. They need to be manually created and applied in both CashFlow Complete and Xero.

Bill/Invoice numbering

  • When creating invoices/bills, each needs a unique invoice number to avoid the sync number-matching to an incorrect invoice/bill

AR Invoice Payments

  • AR payments in CashFlow Complete will only sync to Xero if applied to an invoice; overpayments/unapplied payments will not sync to Xero.