This article will give you a run through of the process of linking GeoService and Xero, this process is called integration. Linking GeoService with your accounting solution will enable you to save time with your workflow, this can be done at any point but makes the most impact when you first start using GeoService.
When logged in as an Administrator, go to Settings > Company Account > Integration. You will see the Xero logo, click on setup (step one)In the popup window, tick Enable, then click Save. (step two)
Top Tip: If you make a mistake at any point, or if you wish to deactivate your Integration, simply click the logo again, untick Enable, then click Save.
Follow the process as instructed on the Xero site to link your accounts. Linking the accounts automatically enables some functions between the 2 services, such as Invoicing. Others functions can have more manual requirements to complete setup and are detailed below.
Note: once integrated you can unlink Xero by clicking "Disconnect".
Xero and Clients.
Importing your Clients from Xero is optional, and is done through the Import Clients tab below the Integration one in Company Account.
Client syncing (linking data directly) between Xero & GeoService is not done automatically. However, any future Client Imports from Xero will update existing data rather than create duplicate Clients. When a Client is created via a Xero Import, it is given a unique identifier that is not visible or editable in GeoService. This will allow Xero to update existing GeoService Client records with new Xero information.
- Clients that are added in GeoService but not in Xero are added into Xero automatically when you 'push' an invoice into Xero.
- During the Import process, you have the option to exclude Suppliers or not.
- Xero matches customer information based on the Company Name, so if you have multiple Clients in GeoService with the same Company Name, Xero will randomly choose one to match with.
- GeoService only adds the Primary Person and doesn't recognise any other People added to the contact.
Xero and Tax Rates
Xero's Chart of Accounts codes are added into GeoService automatically during the Integration process. The codes are added into the Tax Rates tab under Company Account, however, you will still need to set the default codes to be used in GeoService. For further information see Managing Tax Rates.
- If a tax rate is set as a payment in Xero, it will display under the default Payments tax rate, but not under Charges or Parts.
- For bank accounts (Chart of Accounts), we only pick up accounts which have a code given.
- In order to keep the invoiced jobs separate and recognizable, not all customization options are applied when invoicing "by Client"
You can also import your items lists from Xero to GeoService. This is done at (A)Settings > (B)Parts. Click the (C)Sync Parts button to begin. As with Clients, the data is not linked directly and you will have to periodically click this link to refresh the Parts data.
When the Xero parts integration is active, every search for parts via mobile are directed to the Xero API since it is not yet possible to provide an active sync. This may take more than a few seconds depending on how many parts you have in Xero, but is necessary to ensure the data read is up to date.
The description needs to be entered in the Sales Description of the inventory item in Xero for it to come over into GeoService.
Xero next steps: Invoicing
When your Integration is enabled, from GeoService's Invoicing screen you will see a Send to Xero button at the top-right of your items list. Below this, you also will have an additional tick box for 'Approve Invoices'. This will define if your invoices are to go to Xero as 'Draft' or 'Approved':
Draft: These will go to Xero marked as Draft and added to the Draft Invoices tab in Xero. These will then have to be approved in Xero. A PDF copy of the invoice will be returned (marked as Draft) to GeoService for reference.
Approved: These will be added to the Approved Invoices tab in Xero.
- You can change the terminology of a 'Draft' invoice to whatever you want. Please see the latest Xero support documents for how to information.
- Important Note: Invoices going from GeoService to Xero will only add an address to the Xero invoice if it is in the Postal Address fields in GeoService. Ensure you have these fields completed if you wish to show an address on your invoices.
For invoicing to Xero, you also have a range of options for displaying Job data (eg Job Address & Date) as line items on your Xero invoice. If you choose, you can also use Xero invoice numbering instead of GeoService Job Reference numbering. This is particularly relevant for European invoicing that may require management of fully sequential invoice numbering. Go to Settings > Company Account > Document Manager to view all currently available options.
GeoService forwards the Job Reference and Order Number to Xero. These are displayed under the Invoice Number and Invoice Reference fields, respectively.