Sellercloud
Submit an Idea

Xero Account Integration

Overview

Xero is a cloud-based accounting software for small to medium-sized businesses. It streamlines invoicing, bank reconciliation, payroll, and reporting, with real-time data access and integrations with third-party apps.

Integrating Sellercloud with Xero allows you to export orders, products, and purchase orders. The integration works through API, transmitting information between the two services.

To have a dedicated representative complete the integration and ensure that the setup is configured correctly, we recommend Premium Support.


Prerequisites

Before you can integrate Xero into Sellercloud, complete the following requirements.

We recommend creating a dedicated Company where you will set up the Custom Company Settings and Scheduled Tasks.

Sellercloud Support

Open a ticket with Sellercloud Support and request the following plugins to be installed on your server:

  • Xero - API - Order Export - Exports order and customer data to Xero via API.

  • Xero - API - Product Export - Exports product data to Xero via API.

  • Xero - API - PO Export - Exports purchase order and vendor data to Xero via API.

Fetch Tokens

The next step is to ensure you have valid API tokens:

  1. Go to the Company Settings of the company designated for this integration.

  2. From the Toolbox > click OAuth Profiles.

  3. For Select Integration, choose Xero.

  4. Click Actions > Fetch Token.

  5. Then, go to Actions again > Refresh Token.

The Xero API Tokens are valid for 60 days. Each time one of the plugins runs, it will refresh the token. However, if you have paused them for over 60 days, you must re-fetch both tokens manually before you can resume operations.

Custom Company Settings

Create the following Custom Settings in the company where you are setting the Scheduled Tasks:

  • Xero_TaxType - The Order Tax Type. The plugin checks the Order Export task Notes for this value. If it is not filled in, this custom setting will be used. For acceptable values, click here.

  • Xero_POTaxType - The Purchase Order Tax Type. The plugin checks the Purchase Order Export task Notes for this value. If it is not filled in, this custom setting will be used. For acceptable values, click here.

  • (Optional) Xero_OrderAccountCode - The plugin checks the Order Export task Notes for this value. If it is not filled in, this custom setting will be used.

  • (Optional) Xero_TenantID - Your Xero Tenant ID. If this is not set, the first time one of the plugins runs, it will auto-populate this value.

  • (Optional) Xero_BaseUrl - The base API URL to create and update contacts, invoices, etc. If empty, it defaults to https://api.xero.com/api.xro/2.0

  • (Optional) Xero_ContactsUrl - If empty, defaults to /Contacts.

  • (Optional) Xero_OrdersUrl - If empty, defaults to /PurchaseOrders.

  • (Optional) Xero_InvoicesUrl - If empty, defaults to /Invoices.

  • (Optional) Xero_ItemsUrl - If empty, defaults to /Items.

  • (Optional) Xero_InvoiceStatus - Contains the invoice status code. The possible values are DRAFT, SUBMITTED, and AUTHORIZED. If empty, it defaults to AUTHORIZED.

  • (Optional) Xero_OrderType - If empty, defaults to Single.

  • (Optional) Xero_POAccountCode - The plugin checks the Purchase Order Export task notes for this value. If it is not filled in, this custom setting will be used.

Product Custom Columns

Create the following Custom Product Column:

  • Xero_SKU - Set the data type to String. The Product Export plugin automatically populates this column.

Order Export

The Xero - API - Order Export plugin allows you to create and update information related to Orders and Customers (known as Contacts on Xero).

Before an order is exported, we check if the Contact exists in Xero. If it doesn't, we send the customer's First and Last Names and we retrieve the Contact ID.

The plugin automatically checks the settlement status of Amazon, eBay, Newegg, Walmart Marketplace, and Etsy orders. Additionally, the QB Exported status is changed to True after the order is sent to Xero.

Before you move on, create a Saved Search for orders filtered by:

  • Shipping Status: Fully Shipped

  • Order Status: InProcess or Completed

  • QB Exported: No

  • Any other filters based on your preference.

Automate Order Export

To create a Scheduled Task that exports orders:

  1. Navigate to Settings > Scheduled Tasks > Manage Scheduled Tasks.

  2. Click the green + icon: Create New Scheduled Task.

  3. Complete as follows:

    1. Click Task Type and select Export Orders.

    2. Set the Task Name.

    3. Select the Company.

    4. Select the Start Time.

    5. Click CREATE.

  4. On the Scheduled Task page, click the Edit button in the top right corner.

  5. In the Details panel:

    1. Click the User ID menu and select your email.

    2. Click the Saved Search menu and select the saved search you created earlier.

    3. Click the Export Via menu and select Xero - API - Order Export.

  6. Optionally, you can add AccountCode and TaxType in the Notes field of the General panel. To add both, separate them with a semicolon (;). To only set the TaxType, write a semicolon first and then add the type. If none are set here, we will use the custom settings.

  7. In the Export Options panel, set Export To to None.

  8. In the Frequency panel, specify the task frequency. For optimal performance, select a range between thirty minutes and one hour.

  9. In the General panel, click the Enable toggle button.

  10. Click Save.

Product Export

The Xero - API - Product Export lets you create new products on Xero, as well as overwrite existing product data. The Xero_SKU column is auto-populated when a new product is exported to Xero.

Before you move on, create a Saved Search for products with filters based on your preference.

The Xero - API - Product Export automatically overwrites existing product data on Xero. If you want to only send new SKUs, use the Xero_SKU: IsNull filter in your Saved Search.

Automate Product Export

To create a Scheduled Task that exports products:

  1. Navigate to Settings > Scheduled Tasks > Manage Scheduled Tasks.

  2. Click the green + icon: Create New Scheduled Task.

  3. Complete as follows:

    1. Click Task Type and select Export Products.

    2. Set the Task Name.

    3. Select the Company.

    4. Select the Start Time.

    5. Click CREATE.

  4. On the Scheduled Task page, click the Edit button in the top right corner.

  5. In the General panel, fill in INVENTORY,DIRECTCOSTS in the Notes field.

  6. In the Details panel:

    1. Click the User ID menu and select your email.

    2. Click the Saved Search menu and select the saved search you created earlier.

    3. Click the Export Via menu and select Xero - API - Product Export.

  7. In the Export Options panel, set Export To to None.

  8. In the Frequency panel, specify the task frequency. For optimal performance, select a range between thirty minutes and one hour.

  9. In the General panel, click the Enable toggle button.

  10. Click Save.

Purchase Order Export

The Xero - API - PO Export plugin allows you to create and update information related to Purchase Orders (known as Invoices on Xero) and Vendors (known as Contacts on Xero).

Before sending a new PO, we check if the Vendor exists in Xero. If it doesn't, we send the Vendor Name and retrieve the Contact ID, saving it into the QBVendorName field. Additionally, the plugin checks the PO Status and skips POs that are Cancelled.

Before you move on, create a Saved Search for purchase orders filtered by:

  • Receiving Status: Fully Received

  • Exported: No

  • Any other filters based on your preference.

Automate Purchase Order Export

To create a Scheduled Task that exports purchase orders:

  1. Navigate to Settings > Scheduled Tasks > Manage Scheduled Tasks.

  2. Click the green + icon: Create New Scheduled Task.

  3. Complete as follows:

    1. Click Task Type and select Purchase Order Export.

    2. Set the Task Name.

    3. Select the Company.

    4. Select the Start Time.

    5. Click CREATE.

  4. On the Scheduled Task page, click the Edit button in the top right corner.

  5. Optionally, you can add AccountCode and TaxType in the Notes field of the General panel. To add both, separate them with a semicolon (;). To only set the TaxType, write a semicolon first and then add the type. If none are set here, we will use the custom settings.

  6. In the Details panel:

    1. Click the User ID menu and select your email.

    2. Click the Saved Search menu and select the saved search you created earlier.

    3. Click the Export Via menu and select Xero - API - PO Export.

  7. In the Export Options panel, set Export To to None.

  8. In the Frequency panel, specify the task frequency. For optimal performance, select a range between thirty minutes and one hour.

  9. In the General panel, click the Enable toggle button.

  10. Click Save.