New mappings available for Xero

July 31, 2018
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PieSync gets updated all the time… and most of that happens under the hood. We updated our connector to accounting app Xero recently to include more available fields in the sync.

Accounting may not be the most exciting activity in a business, throwing some PieSync in the mix definitely makes it tastier. Read on to learn more about some of these updated Xero mappings and discover some best practices for any sync to Xero.

In the following examples we’re syncing Xero to project management CRM Podio, but these sync examples would work with any of our other 100+ supported apps.

Our knowledge base contains the basics on how to setup a sync to Xero. What follows are four elements to a powerful Xero sync 💪🏻

1. Choosing to sync the right contacts

PieSync supports intelligent syncing which means you can enjoy the benefits of 2 way syncing between apps, but do so in a smart way.

Just because you have a contact in your CRM doesn’t mean they also need to be synced towards your accounting app. By default, PieSync would sync all contacts between apps, but you ought to keep Xero clean of unnecessary contacts. That’s why in my PieSync rule setup, I like to only keep the rule that moves contacts from Xero into my CRM, and turn off the other one. I still get a two-way sync, though!

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2. Maintaining a clean sync

Maybe you’ve been uploading contacts into Xero in the past, which resulted in loads of obsolete contacts inside the Xero contacts database. You don’t need to sync those back to your CRM, do you? You should consider archiving these contacts.

Alternatively, Xero isolates contacts with actual billing activity and labels them as customers or suppliers, depending on the money that either they owe you, or you owe them. The segmentation is visible in the left hand menu.

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That’s actually pretty handy! In my rule from Xero to my CRM, I’m including these as filters, so that I only sync those contacts over where there is actual billing activity. Grab the filters “if is a customer” and “if is a supplier”.

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3. Sync more than just the essentials

Xero stores plenty of financial attributes on your contacts so you can have Xero process invoices and bills accordingly. Think account numbers, discount conditions, internal account references, …

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At PieSync, we like to pursue the dream of ultimate two-way syncing, making all of this important financial data available to sync bidirectionally with your CRM. Here’s some examples of mappings you can set up. Note that inside my CRM, I have created a bunch of custom fields and named them accordingly.

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Sync all information from Xero towards your CRM so you can easily comply with GDPR requests. When customers asks what data you hold on them, you just need to look to your CRM.

Depending on how these fields are structured or validated, sometimes they can only sync one-way, so be careful and label them accordingly. Since some fields can sync two-way, this allows your sales staff to enrich these contacts before they get created in Xero through the sync.

These are some of the fields you can sync straight out of Xero to other apps in your SaaS stack:

  • (Bank) account number, postal address, outstanding & overdue amounts, contact codes, default currency, invoice theme, purchase&sales default account codes, sales discount %, tax ID numbers, Xero network keys.

4. Translating accounting to sales staff… and vice versa

PieSync’s ability to customize the field mapping, as illustrated above, is complemented by the ability to build out sync rules in an if-this-then-that-logic. A bookkeeper will appreciate clients & customers immediately being segmented onto the right sales accounts. Have the sync automate this segmentation by building out such a rule, either through a very obvious rule, or by looking at other attributes, like the customer type.

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PieSync does not sync actual invoices, those remain in Xero. But roughly speaking, your clients could have settled all of their invoices, or still owe you money. You can direcly sync across the customer’s account balance through field mapping as we showed above, but an even simpler rule can be to just flag those customers inside your CRM with open balances.

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In the above rule, I have customers with open balances tagged in my CRM as such. That tag is not a one-time thing, PieSync keeps monitoring the payment status of all invoices and will remove the tag accordingly when they are settled. The outcome is that you can now segment your customers in your CRM based on this tag!

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About Frans Leys

Frans helps various companies set up their data syncs, collecting all kinds of customer feedback to drive the PieSync platform forward. He started his career in corporate finance and switched four years ago to work with exciting software startups as a solutions engineer for SMEs.