Xero

Xero is online accounting software for small businesses and their advisors. Connecting Xero to Resool shows each contact's Xero contact, sales invoices and balance due next to the conversation, lets agents create invoices and contacts in Xero from the inbox, and sends an invoice's PDF with its Xero online invoice link straight into the chat. Workflows can create customers and invoices in Xero too.

#What you can do with Xero

In the Inbox and on the contact page

• See the Xero contact matched to the Resool contact, with name, email and phone.
• Balance due: what the customer still owes, per currency.
• Invoices: each sales invoice with number, date, due date, total, the amount left to pay and its state: Paid, Unpaid, Overdue or Draft.
• Send in chat: send the invoice PDF in the conversation, with its total, due date and a "View and pay" link to the Xero online invoice.
• Create invoice and Create customer in Xero from the panel.
• View in Xero to open the contact in Xero.

In Workflows

• Create invoice: create a Xero sales invoice for the contact; later steps can send {{invoice.number}} and other invoice details.
• Create customer: create the contact in Xero, or find the matching one.

#Before you begin

• You need a Xero organisation and a Xero user who can connect apps to it.
• Xero needs a revenue account in its chart of accounts for invoice lines.
• In Resool, only workspace Owners and Admins can connect apps. Creating invoices and customers from the panel needs permission to manage contacts.
• Customers are matched to a contact by email address or phone number.

#How to connect Xero to Resool

1. Go to Settings › Apps.
2. Find Xero under Available now (or open the Accounting tab) and click Connect.
3. The Connect Xero dialog lists what Resool will be able to do: see your organisation's name and base currency, see and create contacts, and see and create sales invoices with your revenue accounts and tax rates, and download their PDFs. Click Continue.

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Settings › Apps, Accounting tab › Xero › Connect

The "Connect Xero" dialog with its description, the three permissions and the Cancel and Continue buttons.

File: screenshots/xero-connect-dialog.png

1. Sign in to Xero in the window that opens, pick the organisation to connect and allow access.
2. You're returned to Resool and see Xero connected. The card shows your organisation and the Manage and Disconnect buttons.

#How to configure Xero

Click Manage on the Xero card to open Xero settings. Changes are saved with the save bar at the bottom; Discard reverts them.

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Settings › Apps › Xero › Manage

The "Xero settings" side sheet with Invoice defaults (Revenue account, Tax rate, Due in, Invoice status) and Customers (Create customer automatically).

File: screenshots/xero-settings-sheet.png

Invoice defaults

• Revenue account: the Xero revenue account invoice lines are posted to. First revenue account uses the first one in your chart of accounts.
• Tax rate: applied to invoice lines that don't pick a tax.
• Due in: days from the invoice date until it's due. 0 means due on receipt.
• Invoice status: Draft stays editable in Xero; Finalized (issued) issues the invoice.

Customers

• Create customer automatically: when an invoice is created for a contact with no matching Xero contact, Resool creates one. When it's off, the invoice isn't created.

#How to use Xero in the Inbox

1. Open a conversation and click the Xero icon in the right-hand sidebar.
2. Review the customer, Balance due and Invoices.
3. Click Send in chat on an invoice to send its PDF and online link. Draft invoices can't be sent.
4. Click Open on an invoice to open it in Xero.

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Inbox › open a conversation › Xero icon in the right sidebar

The Xero panel for a matched contact: the contact card, Balance due, invoices with Paid, Unpaid and Overdue badges and their Send in chat and Open buttons, and the Create invoice and "View in Xero" buttons.

File: screenshots/xero-inbox-panel.png

#Create an invoice

1. Click Create invoice.
2. Enter each line's Description, Qty and Unit price, and pick a Tax or No tax. Click Add item for more lines (up to 20).
3. If you have more than one revenue account, choose one in Revenue account.
4. Set Due (On receipt, or in 7, 14, 30 or 60 days) and Status (Draft or Finalized (issued)).
5. Click Create invoice. When it's finalized, use the Send in chat shortcut in the confirmation to send it right away.

If the contact isn't in Xero yet, click Create customer.

The same panel opens from the contact's page under Connected apps; sending in chat works from a conversation only.

#How to use Xero in Workflows

Add a step from the Accounting group:

• Create invoice: set App to Xero, add Items, and optionally set Currency (an ISO code such as GBP or AUD; empty uses your Xero organisation's currency), Due and Status, or keep Use app default. Later steps can use {{invoice.number}}, {{invoice.total}}, {{invoice.currency}}, {{invoice.due_date}}, {{invoice.status}} and {{invoice.id}}.
• Create customer: the contact is matched in Xero by email or phone; when there is no match, a contact is created.

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Workflows › a workflow › Add a step › Accounting › Create invoice

The Create invoice step with App set to Xero, one item filled, Due and Status set to "Use app default", and the note listing the invoice variables.

File: screenshots/xero-workflow-step.png

#How to disconnect Xero

1. Go to Settings › Apps and click Disconnect on the Xero card.
2. Confirm in the Disconnect Xero? dialog.

Resool stops accessing your Xero organisation.

#FAQ and troubleshooting

#Can I connect more than one Xero organisation?

Each workspace connects to one Xero organisation, the one you pick when you sign in. To use a different one, disconnect and connect again.

#Why can't I send a draft invoice?

Draft invoices aren't issued yet. Create the invoice as Finalized (issued), or approve it in Xero, then use Send in chat.

#Why doesn't the panel find the customer?

Customers are matched by email or phone.

What you can do:

• Add the email or phone from the Xero contact to the Resool contact.
• Or click Create customer.

#"Xero refused the connection"

The connection expired or was disconnected in Xero. Reconnect Xero from Settings › Apps.

#What's next?

• Workflow steps
• QuickBooks
• Zoho Books
• Getting started with apps