Xero Setup

Connect CloudRent Pro to Xero for automatic two-way sync of invoices, payments, and contacts. This eliminates double data entry and keeps your accounting accurate without manual transfers.

What Syncs

Data	Direction	Description
Invoices	CloudRent → Xero	Invoices push to Xero when created
Payments	Both ways	Payments sync in both directions
Contacts	Both ways	Customers sync as contacts
Credit Notes	CloudRent → Xero	Refunds create credit notes

Before You Start

You'll need:

• Xero account with Admin access

• Chart of accounts set up in Xero

• Revenue and GST accounts configured

Connecting Xero

• Go to Settings → Integrations → Xero

• Click "Connect to Xero"

• Sign in to Xero (if not already)

• Select organisation (if you have multiple)

• Authorise CloudRent Pro

• Return to CloudRent Pro

• Configure account mappings

💡

Tip: Connect with a Xero account that has Advisor or Standard user permissions. Limited users may not have sufficient access.

Account Mapping

Map CloudRent Pro items to Xero accounts:

Revenue Accounts

• Go to Settings → Xero → Account Mapping

• Map each revenue type:

CloudRent Pro	Xero Account
Rental Income	Sales - Equipment Hire
Delivery Fees	Sales - Delivery
Damage Charges	Sales - Damages

Tax Settings

• Default tax rate — GST on Income

• GST registered — Match your Xero BAS settings

Sync Settings

Configure how syncing works:

Setting	Options
Invoice Sync	Automatic or Manual
Payment Sync	Both Ways or CloudRent → Xero only
Contact Matching	By Email, Name, or ABN
Invoice Status	Draft or Approved

Invoice Syncing

When invoices sync:

• Invoice created in CloudRent Pro

• Automatically pushed to Xero

• Xero invoice number recorded in CloudRent Pro

• Updates sync if invoice modified

Invoice Status Options

• Draft — Invoices arrive as drafts for review

• Approved — Invoices arrive ready to send

Payment Syncing

CloudRent Pro → Xero

Payments recorded in CloudRent Pro push to Xero, marking invoices as paid.

Xero → CloudRent Pro

Payments recorded in Xero (bank reconciliation) sync back to CloudRent Pro.

⚠️

Warning: Avoid recording the same payment in both systems. This creates duplicates. Record in one place and let it sync.

Contact Syncing

Customers sync as Xero contacts:

• New customers create new contacts

• Existing contacts are matched (by email, name, or ABN)

• Updates sync when customer details change

Viewing Sync Status

Monitor sync health:

• Go to Settings → Xero

• View "Sync Status":

• Last sync time

• Pending items

• Failed syncs

• Sync history

Handling Sync Errors

When syncs fail:

• Check error message in sync status

• Common issues:

• Account mapping missing

• Contact validation error

• Invoice number conflict

• Xero authorisation expired

• Fix the issue

• Click "Retry" to resync

Re-authorising Connection

Xero connections expire after 60 days inactive:

• Go to Settings → Xero

• Click "Re-authorise"

• Sign in to Xero again

• Confirm permissions

Disconnecting Xero

If you need to disconnect:

• Go to Settings → Xero

• Click "Disconnect"

• Confirm

Previously synced data remains in both systems. New data won't sync until reconnected.

Tips for Xero Integration

📝 Map Accounts First

Complete account mapping before creating invoices.

💰 Use Consistent Naming

Customer names should match between systems for proper contact matching.

📂 Monitor Sync Status

Check for failed syncs weekly. Don't let errors pile up.

🎯 Avoid Double Entry

Let the sync work. Don't enter the same data in both systems.

ℹ️

Note: Xero integration syncs financial data only. Xero doesn't receive rental details, equipment info, or operational data — just invoices, payments, and contacts.