Managing Vendor Invoices with Xero Integration

If your account is connected to Xero, you can export invoices to Xero, sync data and also have payments registered in Xero feed back to Realhub as contributions.

See Connecting Xero and Managing Settings to learn more about connecting to Xero.

To proceed with the functions below, it’s best to have an understanding of managing your way around the Invoices tab of Accounting. See Managing Vendor Invoices for more info if needed.

Export an Invoice to Xero

Approved invoices can be exported to Xero from the Invoices tab.

1. Locate the approved invoice(s) using the Filters module
2. Click Create in Xero next to each invoice you need to export

Invoices can be exported to Xero as any of the following Xero invoice statuses:

• Authorised
• Draft
• Submitted

To adjust the status invoices export as, go to Agency Admin > Integrations.

Sync Payments for Xero

If your Integration settings allow for payments to sync to Realhub From Xero, you can use the Sync button next to an invoice to refresh the latest payment status from Xero.

Table View

List View

This allows users to have an overall view of what’s paid vs unpaid. You can also search for unpaid invoices in the Filters module. This can be extremely useful if you have Office Admins who can view data within Realhub but do not have direct access to Xero.

Force Sync

In addition to using the Sync button next to each invoice, you can also use the Force Sync option within the Tools module to sync all invoices within your current filter.

Due to the volume of information sent and retrieved via the integration when forcing a sync, it’s recommended not to have too many invoices showing in your filter to perform this action.

If you encounter an error or time out, try refining your filters to show fewer results and then Force Sync in batches.

Import Invoices from Xero

If you have manually created an invoice in Xero for a campaign, you can import to Realhub for reference, or to ensure campaign balances are accurate.

In order for invoices to accurately match against the campaign in Realhub, the Reference field on the Xero invoice must match the campaign name / property address in Realhub. E.g. “20 Connors Retreat, Currambine”.
For a live example of the formatting of the Xero reference field, refer to an invoice you have exported from Realhub.

1. Go to Accounting > Import Invoice
2. Realhub will fetch invoices from Xero
3. If the Ref field matches correctly to a campaign within the relevant agency, you will have the option to Import 
4. Invoices that cannot be matched to a Realhub campaign will show s No Match Found and cannot be imported
   
5. Imported invoices will now be available under your Invoices tab and can be managed like any other Realhub invoice.