MSPs can integrate Xero with SuperOps for seamless accounting across a multitude of clientele. You can either opt for a one-way sync or enable a two-way sync between SuperOps and Xero. The following pointers will help you understand the nuances of this feature integration better.
SuperNotes
Enabling two-way sync ensures that changes to service item names will be updated in your Xero account. However, if only one-way sync is enabled, changes to service items in SuperOps will not be reflected in Xero.
The active clients (or customers as referred to in Xero) will automatically be imported to SuperOps.
With two-way sync enabled, invoices and changes to client names will automatically sync to Xero. However, if only one-way sync is enabled, new clients added in SuperOps will not have their invoices reflected in Xero, though new clients can still be added from either SuperOps or Xero.
The client invoice status reflected in Xero will automatically be updated in SuperOps. For example, If the ‘balance attribute’ in Xero is ZERO, invoice status is updated as PAID in SuperOps.
Changes made in Xero will reflect in SuperOps immediately, but changes made in SuperOps will only reflect in Xero if two-way sync is enabled and the invoice is synced.
Important terminologies (Xero terms as referred to in SuperOps)
Xero | SuperOps |
Customers | Clients |
Inventory and Non-inventory | Units |
Service | Hours |
📝Note: SuperOps does not support inventory items, so any product pushed to Xero will be classified as a non-inventory item.
Integrating with Xero
1. Navigate to Settings > Others > Marketplace. Click ‘Integrate’ next to Xero.
2. On the configuration page, click ‘Connect to Xero’.
3. On the Authentication page, enter your Xero account details.
4. Upon successful authentication, the taxes, clients, service catalog, and payment methods will be imported automatically from Xero.
Mapping between Xero and SuperOps
Your Xero account should now be connected to SuperOps, and you can now start importing your customers and service items from Xero into SuperOps.
The first step of the import process is Importing Taxes from Xero. Here’s how you can do it:
Once you’ve integrated your Xero account with SuperOps, click the “Import Taxes” button on the right corner.
Next, you’ll see two sets of information - a list of all taxes in Xero and a list of all taxes in SuperOps.
Here you can map the taxes from Xero to existing taxes in SuperOps, or Create/Ignore taxes.
Once you are done, click the “Import tax rates” button to start the import process.
📝Note: Ensure that the tax rates in SuperOps and the tax rates in Xero match.
2. Now you need to Import Customers from Xero. Here's how you can do it:
Once you've connected SuperOps with Xero, click the “Import clients” 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 to the right.
Here, you can perform three actions in the process of importing your customers:
You can map customers from Xero to existing clients in SuperOps. The platform compares client names from SuperOps 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, you can choose which client you want to map the customer from Xero too, using the drop-down list.
You can create them as new clients in SuperOps. If the customer from Xero doesn't already exist in your SuperOps client database, you can select the create check button to the left, and it'll import them as new clients onto the platform.
You can ignore customers from Xero, and choose not to import their information onto SuperOps, using the ignore check button to the right.
Once you're done, click the “Import” button on the top right to start the import process.
3. Once you've gotten all your clients on board in SuperOps, 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're in, you'll see two sets of information—a list of service items from Xero to the left, and a list of service items in SuperOps to the right.
📝 Note:
You can track the import status for both clients and service items by switching between both sections. This is what the import status report will look like:
Please 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.
Setting up Deposit Account
Once you are done, move on to the Settings tab. Here, you’ll find the options below - to set up a deposit account, map your invoice IDs, and enable bidirectional sync between Xero and SuperOps.
When you sync SuperOps 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: If you do not set up your deposit account, your payments will not be pushed to Xero
Synchronization of invoice numbers:
Next, select whether you'd like to map the invoice IDs created in SuperOps to Xero while pushing invoices.
Invoice status in Xero
Choose whether you want invoices created in SuperOps to be automatically pushed as “Approved” to Xero.
Enabling Bi-directional sync:
The two-way sync lets you streamline client and service management between SuperOps and Xero.
By enabling the bi-directional sync, if there is no existing customer or service item in Xero when pushing invoices, a new customer or service item will be created, and mapped, and then the invoices will be pushed.
Moreover, editing a client or service item’s name will automatically update it in Xero.
You need to set up separate income accounts for non-inventory items and service items.
📝Note: Non-inventory/service items created in Xero are mapped to selected default accounts. When items from SuperOps are synced to Xero as non-inventory items, they are mapped to the default income account. Services like Worklog hours, Block hours, and Block money are automatically created as service items in Xero when synced from SuperOps and mapped to the default income account selected for service items.
Next, you can choose to map all items under any category in SuperOps to a specific item in Xero.
To do that, select a category in SuperOps and choose the corresponding service item in Xero from the dropdown menu next to it.
Doing so prevents the creation of a separate service item in Xero each time a new service item is added under the selected category in SuperOps.
Once you are done, hit save.
Viewing your imported clients and service items
Here's how you can view the service items and clients you've imported from Xero:
1. Navigate to Settings > Contracts & Billing > Service Catalog section, where all your service items imported from Xero are listed.
2. To view your imported clients, click the Module's icon on the pane to the left. Open the Clients module under client management. Here, you can find all the clients that have been imported from Xero into SuperOps.
Woot! Your client and service item databases are now in sync, and your Xero integration is now good to go. You can now 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've reviewed the invoice details, click the “Sync to Xero” option on the right to push the invoice to your client.
...and voila! You just pushed your first invoice from SuperOps through Xero.
To automatically push invoices to Xero when they are generated, follow these steps:
Navigate to Clients > Quotes and Invoices > Invoice Settings.
Enable the option to push invoices to Xero.
Please note that while invoices will automatically sync when created, any changes made to the invoices afterwards will require manual syncing. Only the status of the invoice will be auto-synced.
📝 Note:
Once the invoices are sent to your clients, SuperOps pulls in information to keep you constantly updated about the status of the invoice. You'll 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.
Enabling two-way sync will create invoices in Xero for unmapped clients or service items, and the invoices will also be pushed.