--- title: Xero (v2) description: "How to connect Pabau to Xero with the new one-click integration: setup wizard, account codes, payments, Manual Sync, Sync Errors and disconnecting." --- [Skip to content](https://support.pabau.com/en/pabau2/xero-v2#main-content) [![pabau logo white](https://support.pabau.com/hubfs/pabau%20logo%20white.svg)](https://support.pabau.com/en/pabau2?hsLang=en) Open main navigation Close main navigation - [Get Support](https://pabau.com/support-center/) [Get Support](https://pabau.com/support-center/) Pabau Knowledge Base - There are no suggestions because the search field is empty. 1. [Pabau Knowledge Base](https://support.pabau.com/en/pabau2?hsLang=en) 2. [App Marketplace (Integrations)](https://support.pabau.com/en/pabau2/app-marketplace-integrations?hsLang=en) # Xero (v2) ## In this article, we will show you how to connect the new Xero integration to Pabau, choose how invoices and payments sync, and fix the most common sync errors. **Table of Contents:** [1. Before you start](https://support.pabau.com/en/pabau2/xero-v2#before_you_start) [2. How to Integrate with Xero](https://support.pabau.com/en/pabau2/xero-v2#how_to_integrate_with_xero) [3. Xero Settings in Pabau](https://support.pabau.com/en/pabau2/xero-v2#xero_settings_in_pabau) [4. What Syncs](https://support.pabau.com/en/pabau2/xero-v2#what_syncs) [5. Manual Sync](https://support.pabau.com/en/pabau2/xero-v2#manual_sync) [6. Sync Errors](https://support.pabau.com/en/pabau2/xero-v2#sync_errors) [7. Connection Problems](https://support.pabau.com/en/pabau2/xero-v2#connection_problems) [8. Disconnecting](https://support.pabau.com/en/pabau2/xero-v2#disconnecting) [9. Moving from the earlier Xero integration](https://support.pabau.com/en/pabau2/xero-v2#moving_from_the_earlier_xero_integration) **Is this the right guide for you?** Go to **Setup \> App Marketplace \> Xero**. This guide applies if the page shows a **Connect with Xero** button. If it asks for a **Client ID** and **Client Secret**, your clinic is on the earlier Xero integration and this guide doesn't apply yet. Instead, check [Xero (v1) guide](https://support.pabau.com/en/pabau2/xero?hsLang=en). --- The new integration sends your Pabau sales invoices, payments and credit notes to Xero automatically, in near real time. Sync is one-way: Pabau to Xero. You don't need to create an app in Xero's developer portal or copy any keys. You sign in to Xero from Pabau. --- ### Before you start - **Sign in to Xero first.** Open Xero in a new tab of the same browser you use for Pabau and make sure you’re signed in. Pabau will pick this up automatically, so you won’t need to enter a Client ID or Secret key. - **Know which Xero organisation to use.** If you have more than one, decide which one this clinic should connect to. - **Check your payment accounts.** Bank accounts show up automatically. If payments should go into a different type of account, open it in Xero (Accounting \> Chart of accounts), tick **Enable payments to this account** and save. --- ### **How to Integrate with Xero** #### **Step 1: Open Xero in Pabau** Go to **Setup \> App Marketplace** and choose **Xero**. #### **Step 2: Connect with Xero** Click **Connect with Xero**. A Xero window will open. - **Already signed in to Xero in the same browser?** Just click **Allow access**. You don’t need to log in or enter a Client ID or Secret key. - **Not signed in yet?** Sign in to Xero when prompted. Choose the organisation for this clinic and click **Allow access**. When you see “Xero connected”, close the window and carry on in Pabau.  **Tip:** This only works in the same browser. A different browser or a private/incognito window won’t know you’re signed in to Xero.  ![Xero (new): Connect with Xero](https://support.pabau.com/hs-fs/hubfs/kb/xero/xero-new-01-connect.png?width=670&name=xero-new-01-connect.png) #### **Step 3: Choose how invoices arrive in Xero** Pabau walks you through a short setup. Nothing syncs until you finish it. The first choice is the invoice status: - **Draft**: invoices arrive unapproved, so someone can review them in Xero before they count towards your accounts. - **Awaiting approval**: invoices are submitted for approval. Whoever approves invoices can see them, but they aren't final yet. - **Awaiting payment** (recommended if Pabau is where invoices are finalised): invoices are approved on arrival and counted straight away. **Important:** Xero only accepts payments against approved invoices. Payments can only be sent to Xero if you choose **Awaiting payment**. Changing this later doesn't rewrite invoices that have already been sent. #### **Step 4: Choose where sales go** Pick the **Default Xero sales account code**. It's used for any invoice line whose service or product has no code of its own. You can give individual services and products their own codes later. #### **Step 5: Choose whether to send payments** (Awaiting payment only) Choose **Yes, send payments to Xero** and pick the account payments are paid into. Each payment taken in Pabau is then posted against its Xero invoice, and the invoice shows as paid. Choose **No, payments are settled in Xero** if payments already reach Xero another way, such as a bank feed or your accountant, so nothing is counted twice. #### **Step 6: Activate** Click **Activate Xero**. Syncing starts from this point. --- ### Xero settings in Pabau After you activate, the Xero Integration page has these tabs: - **Invoices and Payments** - **Invoices**: default invoice status, Sync Pabau invoice numbers, default sales account code, and separate account codes for packages, on-account payments, gift cards and memberships. Leave any of these empty to use the default sales code. You can also choose when packages and on-account payments are sent to Xero, and turn on tracking categories so each invoice line is tagged with its **Employee** and **Location**. - **Payments**: Sync payments, the default payment account code, and an account code for each payment type. - **Services** and **Products**: give a service or product its own account code. Anything left on **Use default** uses the default sales code. - **Manual Sync**: send older invoices to Xero yourself (see below). - **Sync Errors**: invoices that didn't reach Xero, and how to fix them. - **Disconnect**: stop syncing. **NOTE:** **Save changes** saves the Invoices and Payments settings. Account codes on the Services, Products and payment types lists, and the tracking categories, save as soon as you change them. ![Xero (new): Invoices settings](https://support.pabau.com/hs-fs/hubfs/kb/xero/xero-new-03-invoices-tab.png?width=670&name=xero-new-03-invoices-tab.png) ![Xero (new): Payments settings](https://support.pabau.com/hs-fs/hubfs/kb/xero/xero-new-04-payments-tab.png?width=670&name=xero-new-04-payments-tab.png) ![Xero (new): Services account codes](https://support.pabau.com/hs-fs/hubfs/kb/xero/xero-new-05-services-tab.png?width=670&name=xero-new-05-services-tab.png) --- ### What syncs - New and edited invoices, voids and payments. If you edit an invoice in Pabau, the change is sent to Xero. - Refunds, which arrive in Xero as credit notes. - Xero won't let Pabau change an invoice that already has a reconciled payment or a credit note allocated to it. Those invoices appear under **Sync Errors**. - Invoices dated before 2020 aren't sent. - To keep a particular invoice out of Xero, exclude it under **Money \> Accounting integration**. --- ### Manual Sync Open the **Manual Sync** tab, choose a date range and select the invoices you want (up to 500 at a time). If you like, set an account code for each one, then click **Sync To Xero**. ![Xero (new): Manual Sync tab](https://support.pabau.com/hs-fs/hubfs/kb/xero/xero-new-06-manual-sync.png?width=670&name=xero-new-06-manual-sync.png) --- ### Sync Errors The **Sync Errors** tab groups failed invoices by cause into two sections: - **Needs your attention**: invoices you need to fix - **Retrying automatically**: invoices Pabau will keep trying on its own ![Xero (new): Sync Errors tab](https://support.pabau.com/hs-fs/hubfs/kb/xero/xero-new-07-sync-errors.png?width=670&name=xero-new-07-sync-errors.png) Each group shows **What Xero said** and has a **Retry these invoices** button. The most common causes: - **XEROINV-07**, invoice settled in Xero: a payment or credit note is allocated to it in Xero. If the invoice really must change, remove the payment or credit note in Xero first, then retry. - **XEROINV-08**, Xero won't accept changes in this state: set the invoice back to a status Xero can edit, then retry. - **XEROINV-09**, account code not accepted: the code isn't in your Xero chart of accounts, or Xero won't take it on this type of document. Add or choose a valid code, then retry. - **XEROINV-10**, invoice no longer in Xero: it was deleted in Xero. Retry to send it again as a new invoice. - **XEROINV-12**, before your Xero lock date: move the lock date in Xero, or re-date the invoice in Pabau, then retry. - **XEROINV-13**, invoice total below zero: if it's a refund, raise it against the original invoice in Pabau so it reaches Xero as a credit note. Otherwise correct the sale so it totals zero or more. - **XEROINV-02 / XEROINV-04**, Xero refused the invoice: read what Xero said. If it isn't clear, send that text to Pabau support. - **Pabau's access to Xero has expired**: reconnect Xero on this page, then retry. --- ### Connection problems - **"Could not connect Xero"**: close the window and try again. If it keeps failing, send the message shown to Pabau support. It says exactly what Xero refused. - **"Pabau could not tell which Xero organisation belongs to this clinic"**: reconnect and select only this clinic's organisation, or remove Pabau from the other organisations under **Settings \> Connected apps** in Xero. - **"Xero Integration Disconnected"**: the Xero connection was removed on Xero's side. Click **Connect with Xero** to reconnect. --- ### Disconnecting Open the **Disconnect** tab. You'll be asked whether to **Keep my settings (recommended)** or **Delete my settings**. Invoices already in Xero aren't touched. ![Xero (new): Disconnect tab](https://support.pabau.com/hs-fs/hubfs/kb/xero/xero-new-08-disconnect.png?width=670&name=xero-new-08-disconnect.png) **Important:** while Xero is disconnected, new invoices, payments and credit notes are **not** sent and **not** queued to send later. Anything raised during that time has to be re-synced or entered in Xero by hand. --- ### Moving from the earlier Xero integration Click **Connect with Xero** once to reconnect. Your existing settings and account codes come across, except tracking categories, which you'll need to set again. Invoices from the last 90 days that hadn't synced are queued automatically. Use **Manual Sync** for anything older. ![Xero (new): settings carried over from classic](https://support.pabau.com/hs-fs/hubfs/kb/xero/xero-new-02-settings-carried-over.png?width=670&name=xero-new-02-settings-carried-over.png) --- Was this guide helpful? 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