This article explains the Payments - Xero integration. It saves you time by automatically syncing contacts and invoices between ZipLeads and Xero. With real-time updates and accurate tax mapping, you do less manual work and your data stays consistent across both systems.
Xero integration with ZipLeads
The Xero integration gives you a one-way sync of invoices from ZipLeads to Xero. Contacts are first imported from Xero into ZipLeads. This means invoices you create in ZipLeads can match the right Xero contact when they sync. If no matching contact is found, a new contact is created in Xero during the invoice sync.
What syncs today
Contacts: Imported from Xero to ZipLeads for matching. A new Xero contact is created on invoice sync if there's no match.
Invoices: Any invoice you create in ZipLeads is created in Xero automatically. Line items and discounts are included on the invoice. Products/Items are not created in Xero. Line items stay on the invoice only.
Taxes: If the mapped tax already exists in Xero, it's applied. If not, a new tax rate is created and sent with the invoice.
Currencies: The invoice currency is passed to Xero. New currencies are added to your organisation if they don't already exist. (Make sure your Xero plan supports multi-currency.)
Status: Whenever an invoice's status changes, the new status is synced to Xero. For example: Sent, Partially Paid, Void.
What doesn't sync
Receipts: Receipt syncing isn't included in this integration. It will be available soon.
Key benefits of the Payments - Xero integration
This integration helps you work more efficiently and accurately across your finances. Key benefits include:
Automatically syncing new or updated contacts so your records stay accurate.
Instantly sending invoices from ZipLeads to Xero with up-to-date payment statuses and tax details.
Supporting compliance through precise tax mapping, even with multi-component tax structures.
Filtering accounts to show only those with payments enabled, so your data stays relevant and organised.
How to set up the Xero integration
Connecting your account to Xero is simple. Once it's set up, your financial data flows smoothly between both platforms. Follow these steps:
Step 1: Go to Xero under Integrations
In the left navigation, click Settings → Integrations → Xero.
Step 2: Choose Xero
In the Integrations list, click the Xero tile, then select Connect. A secure Xero window opens for authorisation.
Step 3: Sign in and authorise
Sign in to Xero (if prompted), select the Xero organisation you want to connect, and click Allow access. (ZipLeads asks for standard permissions to read contacts and settings and to create invoicing transactions.)
Tip: Once you're connected, confirm the connection in ZipLeads. You'll see the connected organisation name and connection status in Integrations → Xero.
Step 4: Choose a default account for invoices
In the Xero settings pane inside ZipLeads, select the account and organisation you want invoices to be posted to.
How to view all "Chart of Accounts" in the Xero integration
If you can't see your Chart of Accounts in ZipLeads after connecting Xero, follow these steps to enable it.
Step 1: Go to Settings in Xero
From your Xero dashboard, select your organisation. Click Settings from the dropdown menu.
Step 2: Open advanced settings
In Organization settings, scroll down and click Looking for advanced settings?
Step 3: Open Chart of accounts
Under Advanced Accounting, click Chart of accounts.
Step 4: Select the relevant account
From the list of accounts, choose the account you want to connect (for example, Prepayments). Click it to edit the account's details.
Step 5: Enable payments for the account
In the edit popup:
Tick ✅ Enable payments to this account.
Click Save.
Step 6: Connect it in ZipLeads
Go back to the Xero integration in ZipLeads. Under Connected Account, select the account you just enabled (for example, Prepayments).
How it works
1. Contacts import (Xero → ZipLeads)
When you connect, ZipLeads imports your active Xero contacts (core profile details) so your upcoming invoices match the right contact.
If you later sync an invoice and no imported contact matches, ZipLeads creates the contact in Xero automatically during the invoice sync.
2. Invoice sync (ZipLeads → Xero)
When you create or send an invoice in ZipLeads and choose Sync to Xero, ZipLeads posts an invoice to your connected Xero organisation that includes:
Contact: The imported or matched Xero contact. If none exists, a new Xero contact is created.
Line items: Names, quantities, amounts and discounts are sent on the invoice. Products/Items are not created in Xero.
Taxes:
If a mapped tax already exists in Xero, that existing tax rate is applied.
If not, ZipLeads creates the tax rate on the fly and uses it for the invoice.
Currencies:
The invoice currency is passed to Xero.
If that currency isn't enabled, ZipLeads adds and enables it in your Xero organisation before posting the invoice. (Make sure your Xero plan supports multi-currency.)
3. What's intentionally out of scope
No receipt syncing: Receipt and expense entries (or receipt PDFs) aren't synced by this integration.
No item catalogue sync: ZipLeads doesn't create or manage Products/Items in Xero. Line items stay on the invoice.
4. Disconnections
Best practice: If you use accounting-specific tracking categories or custom revenue accounts in Xero, set the default account mapping in the ZipLeads Xero settings carefully. Avoid mapping Bank accounts to line items, as this causes Xero validation errors.
Frequently Asked Questions
Q. Is this a one-way or two-way sync?
One-way. Contacts import from Xero to ZipLeads for matching, and invoices sync from ZipLeads to Xero.
Q. Will ZipLeads create new contacts in Xero?
Yes. If the invoice's customer doesn't match any imported contact, ZipLeads creates the contact in Xero at sync time.
Q. Do products/items get created in Xero?
No. Line items are posted on the invoice only. Products/Items are not created or maintained in Xero.
Q. How are taxes handled?
If the mapped tax rate already exists in Xero, it's used. If it doesn't, ZipLeads creates the tax rate and applies it to the invoice.
Q. How are currencies handled?
ZipLeads passes the invoice currency to Xero and adds it to your organisation if it isn't already enabled. Make sure your Xero organisation supports multi-currency.
Q. Are receipts synced?
No. Receipt syncing isn't included in this integration.
Q. Can I connect multiple Xero organisations to my ZipLeads account?
Not in this version. Your ZipLeads account connects to one Xero organisation at a time.
Q. Where do I manage the connection?
Go to Settings → Integrations → Xero in ZipLeads. There you can see the connected organisation name, check the status, and disconnect or reconnect as needed.
Q. I received "Organisation is not subscribed to currency XXX." What should I do?
This happens when the invoice currency isn't enabled in your Xero organisation. Enable multi-currency in Xero and try again, or make sure your organisation allows that currency. ZipLeads will pass and create currencies as part of the sync once they're available.
Q. I disconnected. How do I reconnect?
Go back to Settings → Integrations → Xero and click Connect to sign in again and select your organisation.
Q. Will invoices created before connecting Xero sync automatically?
No. Usually, only invoices created after you connect Xero will sync automatically.