Xero Integration

Connect to Xero to sync contacts, invoices, and keep your accounting up to date.

On This Page

Connecting to Xero

Connect your Xero account to BuildLedger with a few clicks. The integration uses OAuth2 for secure authentication – we never see your Xero password.

  1. Go to Settings → Integrations
  2. Click Connect to Xero
  3. Log in to Xero (if not already logged in)
  4. Select the organization to connect
  5. Authorize BuildLedger access
  6. You'll be redirected back to BuildLedger
Xero Connection Status
X
Xero
Connected to Smith Builders Pty Ltd

Permissions: BuildLedger requests read/write access to contacts, invoices, and chart of accounts. We don't access your bank feeds or payroll data.

Syncing Contacts

Import your clients and suppliers from Xero, or push new contacts from BuildLedger to Xero.

Import from Xero

  1. Go to Settings → Integrations → Xero
  2. Click Import Contacts
  3. Select contact types to import (Customers, Suppliers, or both)
  4. Review the contacts to be imported
  5. Click Import Selected
Contact Sync Status
Clients imported from Xero 24 contacts
Vendors imported from Xero 18 contacts
Last sync 2 hours ago

Push to Xero

When you create a new client or vendor in BuildLedger, you can optionally push them to Xero. Check the "Create in Xero" option when saving the contact.

Exporting Invoices

Send client invoices from BuildLedger to Xero automatically. The invoice is created in Xero with all line items and linked to the correct contact.

Automatic Export

Enable automatic export to push invoices to Xero as soon as they're sent:

  1. Go to Settings → Integrations → Xero
  2. Toggle Auto-export invoices ON
  3. Select default revenue account
  4. Save settings

Manual Export

You can also export invoices manually:

  1. Open the client invoice
  2. Click Export to Xero
  3. Review the mapping
  4. Confirm the export
Invoice Export Preview
BuildLedger Invoice
INV-2024-001
Xero Invoice
Will create new
Line Item Amount Xero Account
Progress Claim #2 $45,000.00 200 - Sales
Variation - Extra Power Points $1,200.00 200 - Sales

Chart of Accounts Mapping

Map BuildLedger categories to your Xero chart of accounts for accurate financial reporting.

Account Mapping
Client Invoice Revenue
Materials Expense
Subcontractor Expense

Configure account mapping in Settings → Integrations → Xero → Account Mapping.

Tracking Categories

BuildLedger can use Xero Tracking Categories to organize transactions by project. This gives you project-level profitability reports in Xero.

  1. In Xero, create a Tracking Category called "Projects" (or similar)
  2. In BuildLedger, go to Settings → Integrations → Xero
  3. Enable Use Tracking Categories
  4. Select the Tracking Category to use
  5. BuildLedger will create tracking options for each project

Note: Xero allows a maximum of 100 tracking options per category. If you have more than 100 projects, consider archiving completed projects.

Troubleshooting

Connection Expired

Xero connections expire after 60 days of inactivity. If you see a "Connection expired" message:

  1. Go to Settings → Integrations
  2. Click Reconnect to Xero
  3. Authorize the connection again

Contact Not Found

If an invoice fails to export because the contact doesn't exist in Xero:

  1. Open the client in BuildLedger
  2. Click Push to Xero to create the contact
  3. Try exporting the invoice again

Duplicate Invoice

BuildLedger tracks which invoices have been exported to prevent duplicates. If you see a duplicate:

  1. Delete the duplicate in Xero
  2. In BuildLedger, click Re-sync with Xero

Related Topics

→ Invoice Management → Project Management → Getting Started → Purchase Orders