Connecting and configuring Xero Ledger

Integration overview

• Client Integration
  • OnboardMe downloads clients from Xero Ledger. We will then try and match clients from Xero with clients in OnboardMe (using ABN, ACN or Name + Email). If no match is found, a new client is automatically created in OnboardMe. 
  • If a soft match is found just on Email, no client is created in OnboardMe to reduce the chances of duplicates.
  • Newly created clients in OnboardMe (manually created or created via client onboarding) will be checked against existing Xero clients and matched if possible. If no match is found, new clients are created in Xero
  • Updates made to matched clients in Xero are downloaded into OnboardMe every 1hour
  • Changes made to matched clients in OnboardMe are automatically pushed to Xero
• Tax Rates
  • Download Tax Rates from Xero into OnboardMe
  • Match Xero Tax Rates to OnboardMe Tax Rates (used when creating Invoices in Xero)
• Sales Items
  • Download Xero Sales Items into OnboardMe
  • Match Xero Sales Items to Engagement Services (used when creating Invoices in Xero)
• Invoice creation
  • Proforma bills created with Engagements are pushed to Xero Ledger when they are paid
  • Future dated invoices are automatically pushed to Xero Ledger on the Invoice date
  • NB: Firms must have Xero Practice Manger and Xero Ledger integrated, refer to this article: Connect Practice Manager to Xero – Xero Central

Dataflow between Xero Ledger and OnboardMe

Connecting OnboardMe and Xero Ledger

NB: If you will be using XPM and Xero Ledger, please first Connect XPM before connecting Xero Ledger to avoid possible duplicates.

Login to OnboardMe and navigate to Settings / Integrations. Available integrations for the country will be displayed in the Available Integrations.

Click Connect on Xero Ledger and login to Xero.

If you have access to multiple Xero Ledger instances, select the appropriate Instance you want to connect OnboardMe to when prompted.

Once the connection process has completed, OnboardMe will automatically download Contacts from Xero Ledger.

Once connected successfully, Xero Ledger will now show under the Connected Integrations.

If you now navigate to the Clients area in OnboardMe, you will see the Contacts from Xero Ledger in the system.

Each client will have either a Ledger button or Link Ledger button.

Clicking the Link Ledger button will attempt to create the client in Xero ledger. If the client already exists because of a name or code, we will then download that client from Xero and match it.

If the client is linked and you click the Ledger button, the client will open in Xero Ledger.

Tax Rates

Tax Rates in OnboardMe must be mapped to Tax Rates in Xero ledger to allow for the creation of Invoices in Xero Ledger from OnboardMe.

Under Settings / Integrations, click the Xero Settings button on the Xero Ledger Integration card.

This will open up the Xero Ledger Settings Modal.

The left side shows the Tax Rates downloaded from Xero Ledger; the right side shows the OnboardMe Tax Rates.

Map the 2 Tax Rates in OnboardMe to the relevant Xero Tax rates. When selecting the Mapped option, the system will automatically save the mapping.

If there has been a change in the Xero Ledger Tax Rates and you need to retrieve a new list, click the Sync Tax Rates button at the top right of the modal to download the Tax Rates again.

Sale Items

Engagement Services in OnboardMe must be mapped to Xero Sales Items to allow for the creation of Invoices in Xero Ledger from OnboardMe.

In the Xero Ledger Options Modal, click the Sale Items tab. You will be presented with a list of Engagement Services in OnboardMe and a Xero Sale Item selector.

Clicking the Selector will show you a list of the Sales Items from Xero.

Map all relevant Engagement Services in OnboardMe to Xero Ledger, these mapping are used when creating invoices in Xero Ledger to make sure Invoice Line Items are associated to the correct Xero Ledger GL Account.

If no Sales items have downloaded click the Sync sale items button (or if any Sale Items changes happen in Xero Ledger).

All Sales items should be maintained in Xero Ledger, you can do this by navigating to Xero Ledger and Clicking on Business/ Produces and services.

Each Sales Item in Xero must be mapped to the appropriate GL Account and Tax Rate.

Once all mapping is completed, you can close the Xero Settings Modal.