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Set up the Xero Accounting Integration
Set up the Xero Accounting Integration

Follow our step-by-step guide to enable the integration between OnRent and Xero.

Matthew James Finkel avatar
Written by Matthew James Finkel
Updated over a week ago

Use our Xero integration to post invoices straight from OnRent to Xero and keep your accounts up-to-date between the systems.

We’ve broken down the setup into eight steps. Depending on how your business works, you might not need to complete all of these steps:

  1. Authorise

  2. Xero contact import or export

  3. Integration settings

  4. Revenue group mappings

  5. Tax rate mappings

  6. Activate Integration

Before you begin

You’ll need a Xero account to use our Xero integration. Sign up on the Xero website.

Get started

Head to System Setup > Integrations > Xero to start the configuration.

Authorise

Hit the Connect to Xero button to authorise the connection between OnRent and your Xero account.

A window will open prompting you to login to Xero if not already signed in, then use your credentials to log into Xero.

Xero contact import or export

Use the import contacts or export accounts buttons to bring contacts in from Xero or export accounts to Xero.

  • If you’re an existing Xero user and new to OnRent, import your contacts from Xero to create corresponding linked accounts in OnRent.

  • If you’re an existing OnRent user and new to Xero, export your accounts from OnRent to Xero to create corresponding linked contacts in Xero.

  • If you’ve used both OnRent and Xero in parallel for a while but haven’t integrated the two: import from Xero to create to create accounts in OnRent and export from OnRent to create contacts in Xero.

Integration Settings

Create a linked Xero contact when creating an Account?

Set to YES to automatically create a new contact in Xero. This account is linked to the contact in Xero, so invoices posted are associated with this contact in Xero.

Update a linked Xero contact when editing an Account?

Set to YES to keep linked contacts in Xero up-to-date with information in Xero. When you edit an account in OnRent that’s linked to a Xero contact, OnRent will update contact information in Xero too.

Default Invoice Status

You can select what status your invoice inherits when posting into Xero.

  • Draft - This means it is sent as a draft to Xero

  • Submitted - This means it is sent to awaiting approval in Xero

  • Authorised - This means it is sent to awaiting payment in Xero

Use the drop down menu to select which default status to post to Xero.

Revenue group mappings

As mentioned above, products, services and additional charges in OnRent are assigned a revenue group for rental and sale. In this section, you map revenue groups in OnRent to Xero chart of accounts.

You’ll see a list of your revenue groups on the left and a list of Xero chart of accounts on the right. Map each revenue group here.

Tax rate mappings

In this section, make links between tax rates in OnRent and Xero.

These mappings are used when posting an invoice to Xero in order to set the Xero invoice line item’s tax rate based on the OnRent invoice item’s tax rate.

You’ll see a list of your OnRent tax rates on the left and a list of Xero tax rates on the right. Map each tax rate here.

Multiple tax components

A tax rate in Xero can consist of multiple tax rates (rate percentages) to cater for regions where both state and city tax is applicable. Within OnRent the state and city tax rate percentages are created as separate tax rates and combined using a tax rule.

With such a tax configuration, link both OnRent tax rates to the same Xero tax rate.

Activate Integration

Review all of your settings, then when you’re happy press the 'Active' slider at the top to YES.

When the slider is set to Yes, the Xero options become visible in OnRent system, e.g. you’ll now see a linked Xero contact in your OnRent Accounts.

Get help

If you need anything, use the blue help bubble at the bottom-right to start a conversation with us


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