How to Integrate With Xero

This integration simplifies your financial workflows, ensuring accurate and up-to-date records in both systems. This includes any changes made to those invoices, as well as payments. 

Step 1: Create a New Xero Application

Log in to your Xero account and access the "My Apps" section of the Xero Developer page.  

Step 2: Create a New Xero App

Click on the "New App" button to initiate the creation of a new Xero application. Ignore any previously related apps to Pabau CRM, or delete them if necessary.

Fill out the form with the following details:

• App Name: Enter a name for your app (e.g., Pabau CRM).
• Integration Type: Choose "Web app."
• Company or Application URL: https://app.pabau.com/
• Redirect URI: https://app.pabau.com/setup/app-marketplace/xero
  
  

After completing the form, scroll down to click "Create App."

Step 3: Access App Details

You will be redirected to the newly created App details page. Navigate to the "Configuration" tab on the left to find your automatically generated Client ID. Click on "Generate a secret" to create a secret key for the app.

Step 4: Retrieve Client ID and Secret Key

Log into your Pabau account and go to Setup by clicking on the "Setup" button from the left sidebar menu. Select "App Marketplace" in the Developer & Other section and then choose "Xero" from the list of integrations.

Paste the Client ID and Client Secret key generated in Xero into the integration form in Pabau CRM, then click "Generate sync link" to proceed.

Before continuing, make sure the relevant account in Xero is set to allow payments.

In your Xero account, go to Dashboard > Accounting > Chart of Accounts, then click on the account you wish to use. In the ''Edit Account Details'' screen, tick the box for “Enable payments to this account,” and save your changes.

This ensures the account can be selected when configuring invoice and payment settings in Pabau.

Step 5: Grant Permissions

You will be prompted to grant permissions to Pabau. Review the permissions required and click "Allow access."

You will be redirected back to your Xero Integration dashboard in Pabau CRM.

Step 6: Set the Default Invoice Status

On the Xero Integration page, under the Invoices tab, you can select how you want the invoices to sync into Xero. That is set up in the Default Invoices Status. Ensure you select the correct status. 

• Draft - the invoices created in Pabau will sync to Xero and maintain the same structure and details as when initially synced. For example, if you raise an invoice in Pabau with specific line items, client details, and payment terms, when this invoice syncs to Xero, it will appear in Xero with all these details intact. Any changes made to the invoice in Pabau after syncing will only automatically reflect in Xero if you manually update the invoice in Xero.

• Awaiting Approval - the invoices will sync to Xero, but the process will only be finalized once you manually approve them in Xero. This status allows you to review the invoices in Xero before they are officially recorded. Once you approve the invoices in Xero, they will be processed and recorded in your accounting system.

• Awaiting Payment (Recommended) - any changes made to the invoices in Pabau will be immediately reflected in Xero. For example, if you update the details of an invoice in Pabau, such as adding a new line item or changing the payment terms, these changes will sync to Xero in real-time.

Under the invoices tab, you will find Default Xero account code line items. Any codes enabled from Xero will appear in the dropdown menu, where you can select which code you would like to set as default. 

Step 7: Save Changes

To finalize the integration, navigate to the "Save Changes" button in the top right corner of the page.

Step 8: Confirmation

Congratulations! You have successfully synced your Xero account with your Pabau account. You can now enjoy the benefits of automated invoice management and payment tracking between Pabau and Xero.

By following these steps, you've established a set-and-forget process, ensuring ongoing synchronization and efficiency in managing your financial data across platforms. 

---