First Time Connection to Xero

Klipboard will not sync with Xero until a first-time connection is carried out. If you need further insight on how to connect your Klipboard account with Xero please click here

IMPORTANT

  • When you are ready to start creating Invoices on Klipboard, navigate to Settings > Accounting > Invoice start number and enter the start number. This number should be the number after your last invoice number on Xero


  • When you are ready to start creating Purchase Orders on Klipboard, navigate to Settings > Accounting > Purchase Order start number and enter the start number. This number should be the number after your last Purchase Order on Xero


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Things to Know

Invoice Sync Rules

Purchase Order Sync Rules


What does the Xero integration do?

The sync with Xero eliminates double data entry by automatically sending all invoice, purchase order information and client or supplier records to Xero from Klipboard. The sync will also send back reconciled payments made/received in Xero to Klipboard.

Below is how the sync enables seamless integration between Klipboard and Xero for your workflow:


Things to Know

Xero Contacts and Klipboard Clients, Client Locations & Suppliers Sync Rules

At the first time connection between Klipboard and Xero, all contacts will be synced from your Xero account to your Klipboard Clients & Suppliers area.

  • Contacts and Suppliers from Xero will sync to Klipboard clients and suppliers upon first time connection/sync. Going forward the sync for Contacts / Clients / Suppliers between Klipboard and Xero is two way.

  • Client Sub Locations / Site Locations from Klipboard sync to Xero Contacts. Clients and Client Locations created in Klipboard are created equal in Xero as Contacts as Xero does not have a two-tier hierarchy (parent and child). To help you to recognise the difference we prefix the name of the parent Client to the sub Client Location Name.

  • Going forward the sync for Client or Supplier Sub Locations / Site Locations between Klipboard and Xero is two way.

  • Xero has specific rules regarding contacts that are created. All contacts created and synced to Xero must have the following: Unique name, Unique Telephone number, Unique Mobile number (if applicable), Unique Email address. Therefore these rules apply to all Clients, Client Sub Locations and Suppliers you create on Klipboard to ensure that they sync to Xero.


Invoice Sync Rules

  • Always create the Invoice on Klipboard

  • Invoices are sent to Xero automatically when connected to Xero and when created on the invoicing page on Klipboard.

  • Invoices sent to Xero are sent using the Billing Address selected and the status they are created. For example, if you create a Draft invoice on Klipboard a Draft version of that Invoice will appear on Xero. As the status and any details of that invoice are updated on Klipboard it will automatically update on Xero.

  • Once sent to Xero, any changes made to the invoice in Klipboard will sync to Xero and update accordingly.

  • Invoices created in Xero are not sent to Klipboard, therefore always create your invoice on Klipboard.

  • Invoices that were created on Klipboard but are edited in Xero, the edits are synced to Klipboard. You need to do a manual sync process for those edits to appear. Please read the following article here explaining how to do this.

  • Invoices can only be marked as paid on Xero. Once payments are reconciled/recorded in Xero for an invoice, then Klipboard will be updated (does not automatically sync) and will display that invoice as Paid. To update Klipboard for invoices reconciled and marked as Paid on Xero, you need to do a manual sync process. Please read the following article here explaining how to do this.

  • Draft and unpaid invoices in Klipboard will sync to Xero.

  • All Draft invoices from Klipboard sync to Xero as Draft.

  • All unpaid invoices from Klipboard sync to Xero as Awaiting Payment.

  • All Overdue invoices on Klipboard are marked on Xero as Overdue.

  • Klipboard does not sync file attachments to/from Xero.


Purchase Order Sync Rules

Purchase Orders are sent to Xero automatically when connected to Xero and when created on the purchase order page on Klipboard.

  • Always create the Purchase Order on Klipboard

  • Purchase Orders sent to Xero are sent using the status they are created. For example, if you create a Draft Purchase Order on Klipboard a Draft version of that Purchase Order will appear on Xero. As the status and any details of that Purchase Order are updated on Klipboard it will automatically update on Xero.

  • Once sent to Xero, any changes made to the Purchase Order in Klipboard will sync to Xero and update accordingly.

  • Purchase Orders that are created in Xero are not sent to Klipboard, therefore always create your Purchase Order on Klipboard.

  • All Draft Purchase Orders from Klipboard sync to Xero as Approved.

  • All Sent Purchase Orders from Klipboard sync to Xero as Approved.

  • All Overdue Purchase Orders on Klipboard sync to Xero as Approved.

  • All Part Delivered Purchase Orders on Klipboard sync to Xero as Approved.


  • All Delivered Purchase Orders on Klipboard sync to Xero as Approved.

  • Klipboard does not sync file attachments to/from Xero.


Learn More

Access further help articles on how to use Xero integration.

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