ToolBox
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  • Getting Started
    • Registering for an account
    • Using our guided walkthrough
    • Creating a simple quote
    • Personalising your organisation settings
    • FAQs
  • Quoting
    • Quoting in detail
    • Adding parts
      • Adding 2D parts
      • Adding 3D parts
      • Adding rotary parts to a quote
      • Adding a Quick Part
      • Adding parts from a PDF
      • Adding parts from Part Library
      • Adding miscellaneous items
    • Alerts and notifications
    • The original CAD view
    • Cleaning drawing files
      • Drawing Doctor® commands
      • Dealing with multi-part files
      • Dealing with parts within parts
      • Removing unwanted paths like title blocks
      • Quickly removing open inners
      • Identifying open end points
      • Changing line types with layers
      • Changing line types of individual paths
      • Resized scaled drawings
    • Assigning materials to parts
      • Customer-supplied materials
      • Material consumption mode
    • Assigning folding to parts
    • Assigning custom secondary processes to parts
    • Calculating a quote
    • Adjusting quote prices
      • Price adjustment function
      • Part price adjustment
    • Emailing customers
    • PDF documents
      • Accounting documents
      • Production documents
      • Print settings
    • Downloading drawings and CSV
    • Taking payment for orders
  • SHIPPING
    • Shipping options and delivery pricing
    • Setting up ToolBox's smart shipping calculator
    • Delivery price calculation
  • Materials
    • Creating a new material
    • Adding and editing sheets
    • Nesting settings
  • Cutting Processes
    • Cutting technologies and rate tables
    • Adding a cutting technology and linking it to rates and materials
    • Adding & editing cutting technologies
    • Adding & editing rate tables
    • Fine feed rates and small hole limits
    • Tube cutting
      • Creating your Rotary process
      • Adding & editing rate tables for Rotary
      • Creating a new material for Rotary
      • Adding and editing material
      • What Rotary parts will ToolBox work with?
  • Secondary Processes
    • How folding works in ToolBox
    • Managing folding settings
    • Creating custom secondary processes
    • Secondary process types
      • Quantity-based secondary processes
      • Area-based secondary processes
      • Weight-based secondary processes
    • Example secondary processes
      • How to price powder coating
      • How to price drilling, tapping & countersinking
      • How to price welding
      • How to price galvanising
      • How to price delivery
  • Customer Central
    • Customer Central overview
    • Adding a new customer
    • Editing customer details
    • Customer Central tabs
      • Summary
      • Contacts
      • Quote History
      • Pricing
      • Part Library
  • Web Store
    • Web Store: 24/7 online sales
    • Setting up your Web Store
      • Controlling access to your Store
      • Branding
      • Shipping options
    • Hosting your Store online
      • Host your Store on a website
    • How customers use the Store
      • Quoting in the Web Store
      • Quote screen additional features
      • Placing an order in the Web Store
      • Checking out your order in Web Store
    • Accept payments through Web Store
  • Integrations
    • Xero integration
    • QuickBooks integration
    • Google Drive integration
  • SUBSCRIPTIONS & FEATURES
    • Adding additional users
    • Improvement to the allocation of setup time across common materials
    • Unsubscribing from ToolBox
    • Release notes
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On this page
  • Connecting to Xero
  • Establishing the connection
  • Configuration
  • How the integration works
  • Common reasons for an invoice to fail to be created
  • Integration setup requirements
  • Quote requirements
  • Invoice number requirements
  1. Integrations

Xero integration

A how to guide to connect your ToolBox to Xero

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Last updated 10 months ago

Connecting to Xero

Establishing the connection

  1. Open Settings from the left hand menu.

  2. Select the Integrations link under the Organisation heading in the settings navigation bar.

  3. Click the 'Connect Xero' button to open the integration settings.

  4. Click Connect.

  5. Authorise the integration by logging into Xero as an admin user and selecting the organisation to create invoices in.

Configuration

Overview tab Explains the two configuration options and the method of selection or creation of contacts in Xero to assign to the invoices.

Click the Connect button to log into Xero. Make sure that you use the admin user details, and select the organisation you want to send invoices to.

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:

Xero has a ‘Reference’ field on all invoices, so all you need to do is choose whether to leave it empty, or populate it with the PO number or the quote number.

There’s a setting in the integration settings in ToolBox to choose what to send to that reference field:

  • Blank (empty)

  • Yes (purchase order number), or

  • No (quote number).

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.

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.

Common reasons for an invoice to fail to be created

If you have marked a ToolBox quote as Invoiced and Xero isn't showing the new invoice after a couple of minutes, something has gone wrong in the integration.

Integration setup requirements

  • Your ToolBox account is connected to your Xero account; and

  • The 'Part per line item' workflow OR the 'Process per line item' workflow is toggled in the On position (not both).

Quote requirements

  • A customer and contact need to be assigned to the ToolBox quote.

    Xero requires that an invoice has a contact assigned to it. To ensure this requirement is met, your ToolBox quote must have a customer and contact assigned before it is marked as Invoiced.

  • Mark the ToolBox quote as Invoiced to trigger the invoice creation.

    The invoice in Xero won't be created until you mark the ToolBox quote as Invoiced. This generates an invoice number and document in ToolBox and the same number is used as the invoice number in Xero.

Invoice number requirements

If your invoices are still not being created in Xero despite the above checks, please reach out to us at support@tempustools.com for assistance.

The first thing to check is that your Xero integration is setup and active. Follow the steps to ensure that:

Ensure the invoice number in ToolBox didn't already exist in Xero. The most common reason for a failed invoice creation in Xero is because the invoice number already existed. Xero requires that all invoices have a unique document number. Check the invoice number in ToolBox for the quote you working with, and see if there was already an invoice in your Xero account with that number. To fix this, check that the 'Next invoice number' in your ToolBox account's organisation settings () is a number that doesn't already exist in your Xero account. Change the prefix or the number to something else if you are expecting another duplicate number error. Duplicate the quote you were working with in ToolBox (from the Quotes screen, or with the Actions > Duplicate button inside the quote) and mark the new quote as Invoiced to trigger the integration workflow again.

above
Integrations section of the organisation settings
Overview tab in the Xero integration settings screen
Choose how you want your invoices to appear in the configuration tab
Invoice reference field value
Sample invoice created in Xero from an integration
Quote and Documents section