Xero accounting integration for contractors
Invoice in Quotier. Reconcile in Xero. Type nothing twice. - Connect your own Xero organisation once. From then on, what you invoice, credit, spend and receive is posted to it in the background - and what your bookkeeper reconciles in Xero comes back to the job it belongs to.
What goes to Xero, and when
Every document posts the moment it exists in Quotier, under the account and tax rate you mapped - never one Quotier guessed.
- Sales invoices
- The moment you send one. Approved in Xero, with your invoice number, the job's number as the reference, and one line on the sales account you mapped at the tax rate you mapped. Xero's total is checked against ours after every post. Void it here and it is voided there.
- Credit notes
- When you issue one: approved and unallocated, referencing the invoice it credits, for your bookkeeper to apply against the refund in the bank reconciliation.
- Supplier bills, with the receipts
- Every expense you capture lands as a draft bill under that supplier and reference, one line per expense on the purchases account for its category, with the supplier's invoice attached. Your bookkeeper approves and dates it.
- Customers and suppliers
- Created or updated in Xero as the documents need them, with the tax number, email, phone and address you hold for them.
- Payments, one direction
- Your choice, made once: record payments in Xero and Quotier reads them back (the default), or record them in Quotier and they post to the bank account you mapped.
What comes back
- A payment your bookkeeper reconciles in Xero lands on the invoice here - the balance owed, the overdue flag and the job's cashflow all move with it. A payment already on record is never recorded twice.
- A void or a deletion made in Xero is stated on the invoice's sync log, never mirrored: the document your customer holds is the one Quotier issued, and voiding it here is an owner's own act.
How it connects
One consent, one mapping, and then nothing to do.
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1
Connect
The owner signs in to Xero and consents once. Two-step verification has to be on first - Xero's own security standard asks that of every app with access to your books.
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2
Map
Pick the sales account and its tax rate from the lists Xero gave us, and a purchases account per expense category if you want one. Until the sales account and tax rate are chosen, nothing posts.
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3
Work
Send, issue, capture and record as you do now. Every change is queued and posted in the background, one at a time, within Xero's rate limits.
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4
Read the log
Every post is on the sync log with its outcome. A refusal shows Xero's own sentence beside a Retry button; nothing is retried blindly into the same error.
What the integration will not do
Each one is a decision in the code, not a gap in the roadmap.
Keep your books
Xero is the ledger. Quotier holds no chart of accounts, no journals and no trial balance, and never guesses an account code: every account and tax rate it posts to is one you chose from Xero's own lists.
Backfill
Documents issued before you connected stay where they are. The sync starts at the connection.
Post a draft, or a document you issued elsewhere
Only a sent invoice posts. An invoice you recorded in Quotier because the customer already holds the real one is never sent to Xero a second time.
Itemise an invoice
An invoice posts as one line at its total. Your customer's PDF is the itemisation, and one line cannot drift from it.
Record a payment twice
Payments travel one way, the way you chose. Each is matched to Xero's own id on the log, so a receipt posted from here or read from there is never doubled.
Touch payroll
Hours and gross pay stay in the gross-wages export for your payroll provider. Payroll never posts to Xero from here.
Built to Xero's security standard
Access to your books is the widest access Quotier ever holds, so it is held carefully.
- Your Xero refresh token is encrypted at rest, with a key that never sits beside the data.
- The owner who connects must have two-step verification on, and the connection makes it required of every owner and admin for as long as it stands.
- Disconnecting revokes Quotier's access on Xero's side as well, and keeps the log.
- Nothing read from Xero is used for anything but posting your documents and recording your payments.
Xero - common questions
Which module do I need?
Invoicing. The owner connects and sets the mapping; an admin can read the sync log and retry a failed post. There is no extra charge for the integration.
Do my invoices have to match a Xero tax rate?
You map the rate once. After every post Quotier checks Xero's total against its own, and a cent's disagreement is a stated failure that names the mapping to check - never a silent one.
What if the connection drops?
If Xero withdraws consent or a token is spent, the page says reconnect and nothing is retried into the dead connection. Reconnecting the same Xero organisation keeps the log.
Can I keep recording payments in Quotier?
Yes. Choose Quotier as the source of payments and each receipt you record posts to the bank account you mapped. Choose Xero and the Record payment door here still works, but nothing is pushed - Xero stays the truth.
What about other accounting systems?
Xero is the first. Others will follow as customers ask for them; the sync was built as a shape to reuse.
Bookkeeping that happens while you work.
Book a demo and bring your bookkeeper, or start free with 15 quotes a month: no card, not a trial.