Keeping your accounting process streamlined and smooth as an MSP is non-negotiable. If you are using Xero as your single source of truth for all your invoicing needs, then we have good news for you—you can now integrate Xero with SuperOps.ai to manage all the invoicing processes for your services with ease.
What the integration does:
You can import customers from Xero into SuperOps.ai as new clients, or map them to existing clients. You can also import the list of service items into your service catalog in SuperOps.ai. Once your databases are in sync, you can add work logs to your invoices and send all your invoices to your clients through Xero.
In this article we will cover the following topics:
Setting up with Xero
Click the ‘Settings’ icon on the pane to the left. In the left panel, scroll down to the very bottom, where you'll find the ‘Marketplace’ section.
Once you're inside the ‘Marketplace’ section, you can find the Xero integration under invoice and billing.
Click the ‘Integrate’ button on the right to start setting up the integration.
Next, you'll be redirected to a login page. Here, you can quickly log in to the Xero account that you want to connect with SuperOps.ai.
Choose the organization you want to link, and select the ‘Allow Access’ button.
📝Note:
Direct installation for the integration is currently available only for paid customers. If you are in your trial period, please contact us and we will set the integration up for you.
Your Xero account should now be connected to SuperOps.ai, and you can start importing your customers and service items from Xero into SuperOps.ai immediately.
Importing from Xero
The first step of the import process is importing customers from Xero. Here's how you can do it:
Once you have connected SuperOps.ai with Xero, click the ‘Import Customers’ button to the right.
Next, you'll see two sets of information—a list of customers from Xero to the left, and a list of clients in SuperOps.ai.
Here, you can perform three actions in the process of importing your customers:
You can map customers from Xero to existing clients in SuperOps.ai. The platform compares client names from SuperOps.ai with customer names from Xero, and automatically pairs identical names to simplify the mapping process for you. If the client has a different name in SuperOps.ai, you can choose the client you want to map the customer from Xero to using the drop-down list.
You can create them as new clients in SuperOps.ai. If the customer from Xero doesn't already exist in your SuperOps.ai client database, you can select the ‘Create Check’ button to the left, and it will import them as new clients onto the platform.
You can ignore customers from Xero, and choose not to import their information onto SuperOps.ai, using the ‘Ignore Check’ button to the right.
Once you are done, click the ‘Import’ button on the top right to start the import process.
📝 Note:
This integration currently supports a one-way data sync with Xero. You'll need to log in to Xero separately to add customers to your Xero database.Once a service item or client is added in Xero, you'll need to sync again in the integrations page and the changes made will automatically reflect in your SuperOps.ai account.
2. Once you have gotten all your clients on board SuperOps.ai, the next step is to import service items and keep your service catalogs in sync. Here's how:
Switch to the map service items section and click the ‘Import Service Items’ button to the right.
Once you are in, you will see two sets of information—a list of service items from Xero to the left, and a list of service items in SuperOps.ai to the right.
3. You can perform three sets of actions here while importing service items in SuperOps.ai:
You can map service items from Xero to existing service items in your service catalog in SuperOps.ai. The platform compares service items from SuperOps.ai with service item names from Xero, and automatically pairs identical names to simplify the mapping process for you. If the service item has a different name in SuperOps.ai, you can choose the service item you want to map the service item from Xero to using the drop-down list.
You can create them as new service items in SuperOps.ai. If the particular service item from Xero doesn't exist in your SuperOps.ai service catalog, you can select the ‘Create Check’ button to the left, and it' will import them as new service items.
You can ignore service items from Xero, and choose the service items you don't want to import into SuperOps.ai using the ‘Ignore Check’ button to the right.
Choose the type of service item using the drop-down list to the left to map the nature of the service item in SuperOps.ai. This will be crucial when you are billing clients for the product or service. You can choose whether the service item is either a product, a time-bound labor work log, or a block hour cost item.
Once you are done, click the ‘Import’ button on the top right to start the import process.
4. When you sync SuperOps.ai with Xero, you’ll need to select a deposit account. Select the account (usually undeposited funds unless specifically mentioned otherwise by your accountant) under the Account Information tab and click Save.
📝 Note:
After integrating with Xero, you will not be able to create service items in your SuperOps.ai service catalog. To add new service items, create new service items within Xero, and import them into SuperOps.ai.
Keep in mind that if you switch between the client and service item import sections before clicking on the ‘Import’ button, any changes you make will not be saved. So it's best to finish an import process before moving on to the next one.
To sync the invoice IDs created on SuperOps.ai with your Xero account,
Go to Settings > Others > Marketplace > Xero in your SuperOps.ai account.
Click Settings in the Xero section and enable the following buttons:
Now, your invoice IDs created at SuperOps.ai will be synced to your Xero account.
You can also choose to push all invoices to Xero as ‘Approved’ or ‘Draft’ based on your billing preferences.
Viewing your imported clients and service items
You can track the import status for both clients and service items by switching between the two sections. This is what the import status report will look like:
Woot! Your client and service item databases are in sync, and your Xero integration is now good to go. You can start creating work logs, audit them, add them to your client's invoices and push them to your clients through Xero.
Pushing invoices
Here's how you can start pushing invoices to your clients through Xero:
Click the ‘Modules’ icon on the pane to the left, and open the client module.
In the panel to the left, select all invoices under the invoices section.
Once you have reviewed the invoice details, click the push to Xero option on the right to push the invoice to your client.
Voila! You just pushed your first invoice from SuperOps.ai through Xero.
Once the invoices are sent to your clients, SuperOps.ai pulls in information to keep you constantly updated about the status of the invoice. You will be updated on the invoice screen once the invoice mail has been sent to the client, and once the invoice has been paid by the client.