Integrate Zoho Billing with Xero

Note: This integration is available only in the US, UK, South Africa and Australia editions of Zoho Billing and for the organisations with their business location set as New Zealand.

Integrate Zoho Billing with Xero to unify your subscription management and accounting. In the following sections, you’ll learn how to set up the integration and how to use it efficiently along with other tips and tricks.

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Prerequisites Have an active account with Xero and ensure that the base currency is the same in both Xero and Zoho Billing.

Authorize Access to Xero

To set up the integration you’ll have to authorize access to Xero. Here’s how to do this:

Log in to your Zoho Billing organisation.
Go to Settings in the top right corner.
Select Accounting under Integrations & Marketplace.
Click Connect to Xero.
In the page that opens, log in to your Xero account. Select the organisation in Xero that you want to integrate with and click Allow access to agree to transfer data between the apps.

After completing the initial setup, you can configure the integration and choose the accounts that you want to sync between the apps.

Configure the Integration

Once you authorize access to Xero, you can configure the integration. Configuring the integration is split into four sections:

Import From Xero

This section lets you select what you want to import from Xero into Zoho Billing.

The Chart Of Accounts option will be marked by default and imported into Zoho Billing as a new module in the sidebar.
If you want to import your customers, mark the option next to Customers.

Export To Xero

This section lets you select what you want to export to Xero from Zoho Billing. The first part in this section lets you configure your export preferences for transactions.

Select a date from when you want the data to be exported to Xero in Export Data From.
Select the frequency in which you want the data to be synced to Xero in Sync Frequency.
Mark the Invoices and Payments Received option to export your invoices along with the payments received for them to Xero.

Note: When an invoice is written off in Zoho Billing, a credit note is automatically created and associated with the corresponding invoice in Xero.

Mark the Credit Notes option to export credit notes to Xero.
Select an account under which you want to record the bank charges, write-offs, discounts, shipping charges, and adjustments recorded from the transactions.

Tax Mapping

Here’s how to map taxes in Zoho Billing with taxes in Xero:

Select an existing tax in Zoho Billing under Taxes in Zoho Billing, and then select the corresponding Xero tax to be mapped under Taxes in Xero.

Note: Ensure that you have chosen the taxes with the same tax rates.

Click Save after configuring all the required fields.

Once the taxes are mapped, whenever transactions with taxes are exported from Zoho Billing, the corresponding tax in Xero will be automatically applied.

Sync Between Zoho Billing and Xero

Here’s how the actions you do in Zoho Billing will be recorded in Xero:

Action in Zoho Billing	What Happens in Xero	Sync Type	Sync Restrictions
Create a Customer	Creates a new contact.	Two-way sync	A contact will be exported only if it’s associated with a transaction after integrating.
Create an invoice	Creates a new invoice.	One-way sync	Invoices in the draft status won’t be exported.
Update an invoice	Updates the corresponding invoice.	One-way sync	The invoice won’t be updated if it has associated payments or credit; it has been voided or written off.
Delete or void an invoice	The invoice will be voided.	One-way sync	Invoices that have been written off or associated with a credit note cannot be voided.
Write off an invoice	A credit note will be created, and the credits will be associated with the invoice.	One-way sync	No restrictions
Record a payment for an invoice	Creates a payment and associates it with the invoice.	One-way sync	No restrictions
Update the payment for an invoice	Updates the payment recorded for the corresponding invoice.	One-way sync	No restrictions
Delete the payment associated with an invoice	Deletes payment for the corresponding invoice.	One-way sync	No restrictions
Create a credit note	Creates a new credit note.	One-way sync	Credit notes in the draft status won’t be exported.
Update a credit note	Updates the corresponding credit note.	One-way sync	No restrictions
Allocate credits from a credit note to an invoice	Allocates the credits from the corresponding credit note to the specified invoice.	One-way sync	No restrictions
Delete a credit note	Deletes the corresponding credit note.	One-way sync	If you’ve associated the credit note with an invoice, you must remove it.
Create a refund for a credit note	Creates a refund for that corresponding credit note.	One-way sync	No restrictions
Update a credit note refund	Updates the corresponding credit note refund.	One-way sync	No restrictions
Delete a credit note refund	Deletes the corresponding credit note refund.	One-way sync	No restrictions

Sync Details of Customers

The table below will show you how your contacts from Zoho Billing will be stored in Xero.

Zoho Billing	Xero
Customer Display Name	Contact Name
Primary Contact - First name	First Name
Primary Contact - Last Name	Last Name
Customer Email	Email
Customer Phone - Work	Phone Number
Customer Phone - Mobile	Mobile number
Billing Address	Billing Address
Shipping Address	Delivery Address
Currency	Currency
Contact Persons	Additional People

Sync Details of Invoices

The table below will show you how your invoices from Zoho Billing will be saved in Xero when it syncs.

Zoho Billing	Xero
Invoice#	Invoice#
Invoice Date	Date
Due Date	Due date
Item Rate	Unit price
Item Quantity	Quantity
Discount	The item name along with the discount amount will be added as a separate line item.
Tax	Tax rate
Tax Type	Amounts are
Shipping Charges	The item name along with the shipping charge will be added as a separate line item.
Adjustements	The item name along with the adjustment amount will be added as a separate line item.
Round Off	The item name along with the round off amount will be added as a separate line item.

Sync Details of Items

Items in Zoho Billing will not be synced with Xero automatically. However, you can export the items from Xero and import them into Zoho Billing if you want to view them.

Disable the Integration

When you disable the integration, the integration will be put on hold, and no data will be exported or imported from Xero. You can enable it again whenever you want without having to configure the integration from scratch. To disable the integration:

Go to Settings in the top right corner.
Select Accounting under Integrations & Marketplace.
Click Show Details under Xero.
Click the dropdown next to Configure at the top and select Disable Integration.
In the pop up that appears, click Disable Integration again.

Now, the integration will be disabled. To enable the integration again, click Enable Integration in the top right corner of the integration details page.

Delete the Integration

Here’s how to delete the integration:

Go to Settings in the top right corner.
Select Accounting under Integrations & Marketplace.
Click the Trash icon next to Show Details under Xero.
In the pop up that appears, click Delete Integration again.

You can also delete the integration in the integration details page by clicking the dropdown next to Configure at the top and selecting Delete Integration.

After you delete the integration, Zoho Billing and Xero will not be in sync. However, any existing data will continue to remain in both Zoho Billing and Xero.

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