Xero Options

Import into Xero Status

Cloud Depot can import your invoices as either Draft, Approved or Approved Sent. We recommend that you use Draft for the first few invoices until you are happy how the sync invoices look.

Xero invoice numbers 

This option changes how the invoices appear in your Xero account:

(a) Use Xero Invoice Numbers - Xero will generate the invoice numbers for you automatically we recommend this option as it always guarantees sequential invoice numbers in Xero

(b) Use Autotask Id Numbers - Cloud Depot will generate Xero invoices using the Id numbers of the Autotask Invoice in the format INV:{AutotaskId}

(c) Use Autotask Invoice Numbers - Please note if you use this option it can cause the sync to fail if the same number is generated in Xero previously. If that occurs Xero will reject the invoice and the sync will fail for that invoice. 

Invoice Due Date

We have a number of different options for importing invoices into Xero.

How many days back should invoices be synced from

Use this option to sync your historical invoices from Autotask - we don't recommend you use anything less than 7 days just in case your sync is disrupted this will give you plenty of time to resolve the issues and we won't miss any invoices.

Insert PO number into 'Reference' field on Xero invoices

This option will pull down PO numbers (if applicable) into the reference field in Xero.

Xero sync advanced options

Don't show descriptions of Service Contracts

This option won't show descriptions from the service contract in the billing item.

Update Xero Contacts During Sync

This option will update existing Xero contacts during the sync of a invoice with the data that matches in Autotask. Please note 

(a) The matching is done on the exact name of the contact in Autotask to Xero as is case sensitive, if the match is not found it will create a new contact.

(b) The account contact used from Autotask is the first account created in Autotask - to match the correct account contact you will need to setup a UDF in Autotask please see instructions here for setting that up

Send Xero payments dates back into Autotask

This option will send payment dates back to invoices in Autotask. This functionality is not available on all plans and payments are applied per hour. 

Show Resource on Invoices

This option will append the user resource from tickets on the billing line-item.

Further cosmetic changes to the billing line-items.

The Autotask API presents the data in a different format to how its presented in the Autotask web-console, we have worked hard to make the Xero invoices match as closely as possible. In some cases the formats might differ a little, we have some further advanced options that can only be applied by our support team to further fine-tune the look. Please contact us for further advice.