Xero Integration
Xero integration keeps your rental invoicing and accounting in sync. Invoices and payments flow automatically between CloudRent Pro and Xero, eliminating double-entry and ensuring your books are always up to date.
What Syncs
Data | Direction | Details |
|---|---|---|
Invoices | CloudRent → Xero | Created invoices push to Xero as sales invoices |
Contacts | Two-way | Customers sync between both systems |
Payments | Two-way | Payments recorded in either system sync to the other |
Credit Notes | CloudRent → Xero | Credit notes push to Xero |
Connecting Xero
Go to Settings → Integrations
Click "Connect Xero"
Sign in to Xero
Select your Xero organisation
Authorise CloudRent Pro
Return to CloudRent Pro
The connection uses OAuth — you never share your Xero password with CloudRent Pro.
💡Tip: If you have multiple Xero organisations, make sure to select the correct one during connection.
Initial Setup
After connecting, configure sync settings:
Account Mapping
Map CloudRent Pro items to Xero accounts:
Go to Xero settings in CloudRent Pro
Map revenue accounts:
CloudRent Pro | Xero Account |
|---|---|
Equipment Hire | Sales - Equipment Hire (or your account) |
Delivery | Sales - Delivery (or same as hire) |
Service | Sales - Service Income |
Save mappings
Tax Settings
Ensure tax codes align:
CloudRent Pro GST (10%) should map to Xero's GST on Income
GST-free items should map to BAS Excluded or GST Free
Automatic Sync
With sync enabled, data flows automatically:
New invoice created → Pushes to Xero within minutes
Payment recorded in CloudRent Pro → Appears in Xero
Payment recorded in Xero → Appears in CloudRent Pro
Manual Sync
Force a sync if needed:
Go to Settings → Xero
Click "Sync Now"
Wait for sync to complete
Use manual sync if you notice data not appearing as expected.
Viewing Sync Status
Check if an invoice has synced:
Open the invoice
Look for Xero icon/link
Click to open in Xero
Synced invoices show the Xero invoice number for reference.
Handling Sync Errors
If sync fails, CloudRent Pro shows an error:
Common Errors
Error | Cause | Solution |
|---|---|---|
Invalid contact | Customer details incomplete | Add missing email or name |
Account not found | Mapped account deleted in Xero | Update account mapping |
Connection expired | OAuth token expired | Reconnect to Xero |
ℹ️
Note: Xero connection tokens expire after a period of inactivity. You may need to reconnect periodically.
Two-Way Sync Considerations
With two-way sync, be careful about:
Don't delete in Xero — Delete in CloudRent Pro and let it sync
Avoid editing in both — Pick one system for edits to prevent conflicts
Reconcile regularly — Check both systems match periodically
⚠️
Warning: Editing the same invoice in both systems can cause sync conflicts. CloudRent Pro is the source of truth for rental invoices.
Disconnecting Xero
To disconnect:
Go to Settings → Xero
Click "Disconnect"
Confirm
Existing synced data remains in both systems. Future data won't sync until reconnected.
Tips for Xero Integration
📝 Map Accounts Carefully
Correct account mapping ensures accurate financial reports in Xero.
💰 Let CloudRent Pro Lead
Create invoices in CloudRent Pro and let them sync to Xero, not the other way around.
📂 Reconcile Monthly
Check that CloudRent Pro totals match Xero at month end.
🎯 Keep Contacts Clean
Duplicate contacts in either system can cause sync issues. Maintain clean data.