Use our Xero integration to post invoices straight from OnRent Events to Xero and keep your organisation 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: 

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

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

Hit the Connect to Xero button, and authorise the connection between the system and your Xero organisation.

A window will open, prompting you to log in to Xero if not already signed in, then choose an organisation on your account to link to. 

Use the Import contacts and Export organisations buttons to bring contacts in from Xero or export organisations to Xero.

We’ve a full guide that runs through importing and exporting in more detail, see: Import and export organisations from Xero.

Products, services, and text items are assigned a revenue group for rental and sale. You can map these revenue groups to Xero account codes, which are used when posting an invoice to Xero.

The default account code is used when posting an invoice to Xero with invoice items that contain an accumulated charge. For example, when an opportunity is invoiced with the grouping option of “opportunity,” the line on the invoice may contain charges from multiple revenue groups.

Choose the status of invoices in Xero when posted:

When you print, email, or provide a link to an invoice in Xero, it can be marked as “Sent” so you see that you’ve sent your customer a copy at a glance.

Toggle this setting to YES to automatically set invoices posted as “Sent” in Xero – perfect if you’re using discussions to send out invoices.

Set this to NO to prevent zero-value invoice items from being posted from OnRent Events to Xero.

When set to YES, when you create an organisation in OnRent Events, a new contact is automatically created in Xero. This organisation is linked to the contact in Xero, so invoices posted are associated with this contact in Xero.

A linked contact won’t be created if you fill in the “Linked Xero contact” field when creating an organisation.

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

As mentioned above, products, services, and text items are assigned a revenue group for rental and sale. In this section, you map revenue groups to Xero account codes.

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

If you add a new account in Xero and need to update a list, hit the blue refresh link to the right.

To add new revenue groups, head to System Setup > Revenue groups.

You have the option to post purchase orders across to Xero, but this does require you to enable the feature within your integration settings. You'll first need to set your toggle to Yes.

Once this has been enabled, you'll see the option to choose your status along with the option to mark a purchase order as sent to a contact.

We'll also require you to map your cost groups across to the relevant Xero accounts before you can look to post.

In this section, make links between tax rates. 

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

You’ll see a list of your tax rates on the left and a list of Xero tax rates on the right. Map each tax rate here. You can only map one OnRent Event tax rate to one Xero tax rate, which is something you will need to consider when creating your tax.

A tax rate in Xero can consist of multiple tax components (rate percentages) to cater for regions where both state and city taxes are applicable. 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 Events tax rates to the same Xero tax rate.

This section is optional; it’s only needed if you wish to record payments in Xero from OnRent Events.

If you don’t see anything here, come back to this section later. We’ve got a guide that runs through this, see: Take payments when integrated with Xero

You’ll see a list of your payment methods on the left and a list of Xero accounts on the right. Map each account here.

This section is optional; it’s only needed if you wish to use Xero tracking categories to track revenue for stores. Tracking categories can only be used for stores.

You’ll see a list of your stores on the left and a list of Xero tracking categories on the right. Map each store here.

Review all of your settings, then when you’re happy, toggle the “Enabled” slider at the top to YES. 

When the slider is set to YES, the Xero options become visible in your system, e.g. you’ll now get the option to Post invoice against an invoice.

If you have more than one OnRent Events account and wondered if you required a separate Xero account for each instance of OnRent Events, the answer is that you do not need a separate Xero account. You can post invoices from multiple instances of OnRent Events to one Xero account. Log in to the OnRent Events account you wish to connect to Xero, head to System Setup> Integrations> Xero, connect to Xero and enable the integration.

All mappings from OnRent Events to Xero will need to be configured for each instance of OnRent Events.

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