Xero Integration for Facilio

Introduction

Efficient financial management and accounting integration are essential for facility management operations. Xero integration with Facilio's Connected CMMS enables seamless synchronization of financial documents, automated accounting workflows, and centralized financial tracking within Facilio.

With Xero integrated, teams can:

• Automatically synchronize Quotes, Invoices, Purchase Orders, and Bills to Xero
• Maintain consistent contact records across both platforms
• Track real-time status updates from Xero
• Reduce manual data entry and improve accuracy
• Streamline procurement and billing workflows

Configuring Xero Integration

1. Authorizing Xero Connector

To configure Xero:

1. Navigate to Customization → Connectors
2. Locate the Xero connector from the list
3. Click Authorize
4. Enter your Xero username and password
5. Grant the required permissions

2. Syncing Contacts to Xero

Before syncing financial documents, you must first synchronize your contacts:

1. Create a Vendor, Client, or Tenant record in Facilio
2. Open the record summary page
3. Click Sync Contact to Xero

The integration will either create a new contact in Xero or retrieve the existing one (matched by name). The Xero Contact ID is automatically stored in Facilio for future reference.

3. Syncing Financial Documents

After creating a Quote, Invoice, Purchase Order, or Bill in Facilio, you can manually trigger synchronization:

1. Open the document summary page
2. Click the appropriate sync button:
   • Sync Quote to Xero
   • Sync Invoice to Xero
   • Sync Purchase Order to Xero
   • Sync Bill to Xero

The integration sends the record data to Xero and creates the corresponding document. Once confirmed, the Xero ID and synchronization status are automatically updated in Facilio.

3. Automating Xero (Functions & Schedulers)

Functions Installed

CreateInvoice

Creates an Invoice in Xero using the site, workorder, and line-item details stored in a Facilio Invoice record. After successful creation, the returned Xero Invoice ID and status are stored back in Facilio for tracking.

Parameters:

Parameter	Type	Description
invoice	Map	Full invoice information from Facilio including organization, line items, totals, tax, contact, and currency.

CreateQuote

Transfers a Facilio Quote into Xero’s Quotation module. Automatically maps customer, pricing details, tax amounts, and item lines from Facilio.

Parameters:

Parameter	Type	Description
quote	Map	Quote metadata including customer, item lines, pricing, currency, and tax.

CreatePurchaseOrder

Creates a Purchase Order in Xero using Purchase Order record in Facilio. Captures vendor details, line items, taxes.

Parameters:

Parameter	Type	Description
purchaseOrder	Map	Includes supplier, item list, quantities, tax structure, and total payable amount.

CreateBill

Generates a payable Bill in Xero based on expense records captured in Facilio, typically created from a Facilio Invoice. Supports Tracking Categories, Cost Accounts.Parameters:

Parameter	Type	Description
bills	Map	Vendor, billing date, due amount, taxes, account code, and descriptions.
trackingList	List	Optional list of tracking category values defined in Xero.

5. syncWithXeroContact

Description: This function creates a new contact in Xero using the Vendor, Client, or Tenant name and details stored in Facilio. After creation, the Xero Contact ID is returned and stored in the respective Facilio record. If the contact already exists in Xero (matched by name), the function does not create a duplicate—instead, it fetches and returns the existing Xero Contact ID.

Parameters:

Parameter	Type	Description
Entity	Map	Entity details: name, location, email, phone, tax info, billing details.
moduleName	String	Identifies the module source: Vendor, Client, or Tenant.

Automated Status Synchronization

Three daily schedulers ensure real-time bidirectional updates:

• Xero-Quote-Status-Update – Retrieves updated quote statuses from Xero
• Xero-PurchaseOrder-Status-Update – Retrieves updated purchase order statuses from Xero
• Xero-Invoice-Status-Update – Retrieves updated invoice statuses from Xero

Each scheduler retrieves updated statuses from Xero and writes them into Facilio, ensuring billing and procurement workflows stay aligned.

Scope Used

Scope :openid profile email accounting.transactions accounting.contacts offline_access.

openid

• This is part of the OpenID Connect (OIDC) standard.
• It allows your application to authenticate the user via Xero and obtain an ID token to confirm their identity.
• Needed whenever you want to log in users securely.

profile

• Lets your app access the user’s basic profile information, like name, user ID, and avatar.

email

• Gives access to the user’s email address.

accounting.transactions

• Allows your app to read and write accounting transactions in Xero.
• This includes invoices, bills, payments, credit notes, and other transactional data.

accounting.contacts

• Allows your app to read and write contact information in Xero.
• Useful for syncing customers, vendors, and other contact details.

offline_access

• Lets your app obtain a refresh token, so you can access Xero APIs even when the user is offline.
• Without this, the access token would expire quickly, and users would need to reauthorize frequently.

Features Installed Automatically

The Xero integration extension automatically installs:

• Custom Xero Connector
• Predefined Functions for Xero Sync
• Automatic Status Synchronization (Schedulers)
• Module-Level Action Buttons
• Custom Data Fields in Quotes, Invoices, Purchase Orders, Bills, Vendor, Tenant, and Client modules

Benefits of Xero Automation

• Real-time financial document synchronization
• Reduced manual data entry and errors
• Centralized financial tracking across platforms
• Automated status updates from Xero
• Seamless integration with Workflows and Stateflows

Troubleshooting & Support

If Xero synchronization fails:

• Ensure Xero username and password used for authorization are correct
• Verify that required fields in Invoices, Bills, Quotes, and Purchase Orders are populated
• Review Facilio logs for error codes and messages
• Confirm Xero subscription and API access are active and not restricted
• Check that contacts are synced before syncing financial documents
• Verify network connectivity and API rate limits

For unresolved issues, contact support@facilio.com.

Frequently Asked Questions (FAQ)

Do I need to manually configure the Xero connector?

No. The Xero integration is delivered as a plug-and-play extension. Once installed, all required functions, fields, buttons, and schedulers are automatically configured.

What happens if a contact already exists in Xero?

The integration checks for existing contacts by name. If a match is found, it retrieves the existing Xero Contact ID instead of creating a duplicate.

Can I automate document synchronization?

Yes. You can use the provided functions in Workflows and Stateflows to automatically trigger synchronization based on operational events.

How often are statuses updated from Xero?

Status updates run every one hour via automated schedulers for Quotes, Purchase Orders, and Invoices.

What data is synced to Xero?

The integration syncs: * Contacts (Vendors, Clients, Tenants) * Quotes with line items and pricing * Invoices with tax and payment details * Purchase Orders with vendor and item information * Bills with tracking categories and account codes

Summary

Facilio's Xero integration enables reliable, automated financial document synchronization for facility management workflows. By combining automated contact syncing, real-time status updates, and workflow automation, organizations can streamline accounting processes and improve financial accuracy.

For additional guidance or troubleshooting, contact support@facilio.com.