Connect Xero with OneSuite

Keep your books up to date without double entry. Once you connect Xero, OneSuite automatically copies your invoices to your Xero organisation when you finalize them, and records payments when your invoices are paid — so your accounting always matches your OneSuite billing.

OAuth 2.0 Included with your subscription ~2 min setup

Xero integration connected in OneSuite settings

What it does

What this integration does

OneSuite pushes your billing data into Xero for you.

Invoices copy automatically

Finalize an invoice in OneSuite and a matching invoice is created in your Xero organisation.

Payments record automatically

Mark an invoice as paid in OneSuite and the payment is recorded against the Xero invoice, in the payment account you choose.

Updates stay in sync

Edit an already-copied invoice and OneSuite re-copies the changes to Xero.

Copy older invoices on demand

Push any unsent or older invoice to Xero manually, anytime.

Key features & benefits

No double entry — invoices and payments created in OneSuite appear in Xero automatically.
Posts to the right account — every invoice line is filed under the Xero revenue account you choose (standard is 200 - Sales).
Choose your accounts — pick the revenue account for invoice lines and the account payments are deposited into.
Client tracking, optional — automatically tag every invoice line with a Xero tracking category set to the client's name for per-client reporting.
Multi-currency aware — the invoice currency carries over to Xero (the organisation must have that currency enabled).
One-click, secure connection — connect via OAuth 2.0; credentials are never stored in OneSuite.
Full control — turn payment copying and tracking on or off, and disconnect anytime.

Before you start

Prerequisites

Make sure you have the following before starting the setup.

Platform

OneSuite

An active OneSuite business account
An active OneSuite subscription
Admin or settings access
Access to Settings → Integrations → Accounting

Integration

Xero

An active Xero organisation
A Xero account you can sign in with
Permission to authorize app connections
The invoice currency added under Xero Settings → Currencies (foreign currencies require a Xero plan that supports multi-currency)

Each OneSuite business connects to one Xero organisation. A business can use only one accounting integration at a time — if QuickBooks is connected, disconnect it before connecting Xero.

Setup guide

Installation

Follow these four steps to connect your Xero organisation to OneSuite. Setup takes about two minutes.

Open Accounting under Integrations

In OneSuite, navigate to Settings → Integrations → Accounting. Find the Xero card and click Connect.

Tip: You can use the keyboard shortcut ⌘K and search for 'Accounting' to get there faster.
Authorize OneSuite in Xero

Xero opens a consent screen confirming Onesuite Accounting App is connecting to your organisation, requesting access to Contacts, Organisation settings, Invoices and related documents, and Payments. Review the permissions and confirm the organisation shown under Organisation data, then click Allow access.

Your Xero credentials are never stored in OneSuite — the connection uses OAuth 2.0 tokens, and you can disconnect OneSuite at any time from Connected apps in your Xero settings.
Choose your accounts and save

You are returned to OneSuite on the Xero Settings page. Set your default revenue account, payment account, and tracking-category behaviour, then click Save settings.

OneSuite preselects Xero's standard 200 - Sales revenue account — confirm it (or pick another) before your first invoice is copied.
Confirm the Connected status

Back on Settings → Integrations → Accounting, the Xero card now shows a green Connected badge, with a gear icon to reopen your settings at any time.

Configuration

Settings you can configure

On the Xero Settings page you can set the following.

Default revenue account: In Xero, every invoice line posts to an account on your chart of accounts. OneSuite uses the revenue account already set on your Xero items or contacts; if none is set, it files the line under this default revenue account — so a copy never fails for want of an account. The standard Xero sales account is 200 - Sales, preselected for you.
Default payment account: Pick "Copy payments to" and choose the Xero account payments land in, or select "Do not copy payments to Xero" to turn payment copying off entirely (off by default). Only accounts you've enabled for payments in Xero can receive a payment, so that's all this list shows — usually your bank account.
Tracking categories: Choose "Populate tracking categories in Xero based on client" to tag every invoice line with your Xero tracking category set to the client's name (created in Xero automatically if it doesn't exist yet), or "Do not populate tracking categories in Xero based on client". This needs an active tracking category in your Xero organisation (Settings → Advanced → Tracking categories).

How it works

Usage

Once connected, Xero works in one of two ways, depending on whether the invoice was created before or after you connected your organisation.

New invoices sync on their own

With Xero connected, any invoice you create shows a blue "Will sync to Xero" badge in the invoice editor, next to Save. Clicking Save is what triggers the sync — save the invoice and a matching invoice is created in your Xero organisation for you. When you later mark it paid, the payment is recorded in your chosen payment account. Edit an invoice that has already synced, click Save again, and the updated details are pushed across too.

Will sync to Xero badge shown while editing a OneSuite invoice

Because Xero requires a due date, OneSuite asks you to set one before saving whenever Xero is connected.

Older invoices are copied manually

Invoices created before you connected Xero do not sync on their own. To copy one across, go to Invoices and find the invoice you want, then click the three-dots (⋮) menu on that row and select Copy to Xero.

Copy to Xero action in the OneSuite invoices list

Once an invoice has been copied, the menu shows "Already synced to Xero" instead, so you never create a duplicate.

How the invoice looks in Xero

Either route produces the same thing: a normal invoice in your Xero organisation — approved, awaiting payment, and editable like any other. The contact, invoice number, dates, line items, and totals all arrive filled in, with each line posted to your revenue account.

A synced invoice open in Xero, showing the contact, invoice number, issue and due dates, description-only line items posted to the revenue account, and the invoice total

The Item column is left blank — that's expected: Xero invoice lines only need a description and an account, not an inventory item. The OneSuite invoice number carries across as the Xero invoice number, and the issue and due dates come with it. If client tracking is on, each line shows the client's name in your tracking category.

What gets copied

Here is exactly what OneSuite sends across when an invoice is copied, either way.

Invoices

Contact (matched to an existing Xero contact, or created if needed)
Description-only line items, each posted to your default revenue account
Amounts, discounts, and the invoice currency
Due date
Optional tracking category set to the client's name

Payments

Recorded against the matching Xero invoice
Posted to your chosen payment account

In Xero, the payment shows on the invoice as a 'Payment' line and against the payment account you chose.

Where it appears

Settings

Settings → Integrations → Accounting

Connect, configure, and disconnect your Xero organisation, and see your current connection status.

Invoices

Invoices list (⋮ menu)

The Copy to Xero action for pushing unsent or older invoices across manually.

Per invoice

Invoice details

Xero sync status and history for that individual invoice, so you can confirm what was copied and when.

Removing the integration

Uninstallation

Disconnect whenever you need to.

Disconnect in OneSuite

Go to Settings → Integrations → Accounting, open the Xero settings, then click Disconnect Xero in the top right and confirm. This immediately revokes the connection to your Xero organisation.

Help & FAQs

Troubleshooting

Common issues and how to resolve them.

"Reconnect your Xero organisation"

Your connection expired or was revoked in Xero. Go to Settings → Integrations → Accounting and click Connect on the Xero card again.

An invoice didn't copy

Make sure Xero is connected, then open the invoice list and use the ⋮ → Copy to Xero action to copy it manually.

"Organisation is not subscribed to currency"

Your Xero organisation doesn't have the invoice's currency enabled. Add it under Xero Settings → Currencies (multi-currency requires a Xero plan that supports it), or invoice in your organisation's base currency.

"A due date is required"

Xero rejects invoices without a due date. Set a due date on the invoice before saving — OneSuite blocks the save until you do while Xero is connected.

A payment isn't showing

The payment posts against the Xero invoice and lands in your chosen payment account — check that the account is enabled for payments in Xero.

The tracking category is empty

Populating tracking needs an active tracking category in your Xero organisation. Create one under Settings → Advanced → Tracking categories, then re-sync the invoice.

The Item column is blank

That's expected — Xero invoice lines don't require an item, only a description and an account. Your lines are complete and posted correctly.

I clicked "Copy to Xero" but nothing changed

If the invoice was already copied, the menu shows "Already synced to Xero" — the copy won't be duplicated.

Still stuck?

Our support team is happy to help. Include your invoice number and a screenshot of the error.

Contact support

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