Xero integration

A how to guide to connect your ToolBox to Xero
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Note: the integrations section is currently not visible by default. Please reach out to [email protected] to activate the integration.
  1. 1.
    Select Organisation from the hamburger menu.
  2. 2.
    Scroll down to the bottom of this page, within the section called ‘Integrations', and click 'CONNECT XERO'.
  3. 3.
    The Xero pop-up will appear, Click Connect.
Overview tab Explains the two configuration options and the method of selection or creation of contacts in Xero to assign to the invoices.
Configuration tab Choose which integration method you prefer: ‘part per line item’ or ‘process per line item’.
Part per line item: Each line in the invoice will be the part name, part quantity, part unit price, and part line total. If there is a minimum charge amount, it will appear as its own line item.
Process per line item: Each line in the invoice will be a quote component: cutting, material types, secondary processes, and any other charges.
Here is the screenshot of the configuration option for Xero:
Choose how you want your invoices to appear
Log in to Xero, make sure that you use the admin user details, and select the organisation you want to send invoices to.

How the integration works

An invoice is created in Xero at the point of marking a quote as Invoiced in ToolBox:
Warning: if a customer is not assigned to the quote in ToolBox, the invoice will not be created in Xero.
The invoice will be in the draft status is Xero, found in Business > Invoices > Draft.
The contact assigned to the invoice will be the customer/contact assigned to the ToolBox quote.
Sample invoice created in Xero from an integration
In Customer Central, each customer can have an account code set by clicking the pencil icon next to their name, or by filling it in during the customer creation form.
If the ToolBox customer has an account code, ToolBox will check for a matching account code in Xero’s contact list.
If there is a match, then that Xero customer is assigned.
If there is no account code or there is no match for the account code, then ToolBox looks for a contact in Xero that has the same name as the customer in ToolBox. If there is a match, that Xero contact is assigned.
If there is no match at all, then ToolBox creates that contact in Xero using the customer name and the email address of the ToolBox contact.
The due date of the invoice will be based on the payment terms setup for the Xero contact (if any), otherwise the default payment terms set in Xero > Settings > Invoice settings > Default settings. If no terms are set for the Xero contact or as the Xero account defaults, then no due date is set for the invoice.