Connect Xero to sync invoices and contacts

Connect Xero from Settings > Integrations to sync invoices and contacts one way: contacts import from Xero into JourneyCARE, and invoices you create in JourneyCARE are created automatically in Xero.

What syncs between JourneyCARE and Xero

The Xero integration is one-way: contacts come from Xero into JourneyCARE, and invoices go from JourneyCARE to Xero.

• Contacts — Active Xero contacts are imported into JourneyCARE for mapping. If no matching contact is found during invoice synchronization, a new Xero contact is created.

• Invoices — Invoices created in JourneyCARE are created automatically in Xero with their line items and discounts. Invoice statuses sync too, including Sent, Partially Paid, and Void.

• Products and items — Products and items are not created in Xero; line items remain only on the invoice.

• Taxes — Existing mapped Xero tax rates are used. If a tax does not exist in Xero, a new tax rate is created and sent with the invoice. Tax mapping supports multi-component tax structures.

• Currencies — The invoice currency is passed to Xero. If it does not already exist, it is added to the organization, so make sure your Xero plan supports multi-currency.

• Receipts — Receipt syncing is not included and is expected to come later.

Because synchronization is automatic, contacts stay accurate and invoices reach Xero with their payment statuses and tax details. Accounts in the Xero settings can be filtered to show only those with payments enabled.

Connect Xero

Connect the integration when you want invoices from JourneyCARE to post to your Xero organization.

1. In the left navigation, click Settings > Integrations > Xero.

2. In the Integrations list, click the Xero tile and select Connect.

3. Sign in to Xero if prompted.

4. Select the Xero organization to connect.

5. Click Allow access.

6. Return to JourneyCARE and confirm the connected organization name and connection status under Integrations > Xero.

7. In the Xero settings pane, select the account and organization to use when posting invoices.

Make the Chart of Accounts visible

Use this procedure only when the Chart of Accounts is not visible in Xero, so you can enable payments on the account JourneyCARE posts to.

1. In Xero, select the organization and open Settings from the dropdown.

2. In Organization settings, scroll down and click Looking for advanced settings?

3. Under Advanced Accounting, click Chart of accounts.

4. Select the relevant account, such as Prepayments, and edit it.

5. In the edit popup, enable Enable payments to this account.

6. Click Save.

7. Return to the JourneyCARE Xero integration.

8. Under Connected Account, select the account you just enabled.

Send invoices to Xero

Send an invoice to Xero by creating and sending it in JourneyCARE, then choosing Sync to Xero. See Create and send an invoice to build one first.

1. Create and send an invoice in JourneyCARE.

2. Choose Sync to Xero.

JourneyCARE posts the invoice to the connected Xero organization. The invoice contains an imported or matched Xero contact, or a newly created Xero contact when none matches; the line-item names, quantities, amounts, and discounts; an existing mapped Xero tax rate or a newly created one; and the invoice currency, which JourneyCARE adds or enables in Xero if necessary.

Products and items are not created in Xero, and receipt and expense entries and receipt PDFs are not synchronized.

Best practice: set default account mapping carefully when you use accounting-specific tracking categories or bespoke revenue accounts, and avoid mapping Bank accounts to line items, which causes Xero validation errors.

Xero integration FAQs