Xero integration for repair shops

Xero is included in selected BytePhase plans and in every 15-day free trial. The integration has no extra charge — you only need your own Xero subscription. Compare plans on the pricing page.

A few minutes. Click Connect, sign in with Xero and choose your organisation, then fetch your chart of accounts, map the income, expense and inventory-asset accounts and pick Draft or Authorised for invoices. A one-time Sync Inventory push then sends your existing parts list across in the background.

One way — from BytePhase into Xero. BytePhase is where you work; Xero is your book of record. Changes made in Xero do not flow back to BytePhase.

Customers (as contacts), parts and repair services (as items), and invoices (with their line items). You map the income, expense and inventory-asset accounts everything posts to.

Yes. You choose whether BytePhase posts invoices to Xero as Draft, so you can review before approving, or as Authorised so they go straight onto your books.

Untracked items sync on every Xero plan. Tracked-inventory items — where Xero manages stock levels — post against an inventory-asset account you map. Opening stock quantity is set in Xero, not sent when the item is created.

Yes. A one-time Sync Inventory push sends your existing parts catalogue into Xero, running in the background so you can carry on working.

Yes. BytePhase fetches your live chart of accounts and you map the income, expense and inventory-asset accounts before you start syncing.

Connecting, mapping and syncing need the Manage Xero Integration permission, which the Admin role has by default. Once connected, the Xero set-up page shows the organisation’s name, base currency, country and whether it is a Xero demo company, so a wrong link is easy to spot. The Test mapping button then checks each mapped account against your live Xero chart of accounts and flags any problem before invoices fail.

Yes, once you pick a bank account for payments in the Xero account mapping; it must be a Xero account of type BANK. Each new payment recorded in BytePhase is sent to Xero against its invoice, and an invoice that has not gone across yet is sent first. Leave the bank account blank to skip payment sync entirely. Editing or deleting a payment in BytePhase after it has synced does not update it in Xero.

It is designed not to. If Xero does not accept a new contact, BytePhase searches Xero for a matching contact by email address and then by name, and links the BytePhase customer to that record rather than adding a second one. To bring existing BytePhase customers across, the bulk customer sync shows how many will go and roughly how long it takes, then runs in the background and notifies you by email and in-app.

Yes, in two ways. Xero’s Starter plan has a low daily API limit, so a bulk sync of many records in one go may use up that day’s quota. And tracking parts as Xero inventory needs a Xero plan that supports inventory; otherwise sync parts without stock tracking, which works on every Xero plan. Any record that fails to sync is listed with the reason in the sync view, where you can retry it.

Disconnecting revokes BytePhase’s access, clears your saved account mapping and stops syncing; nothing is deleted in Xero. BytePhase keeps its links to records already sent, so reconnecting the same organisation carries on where it left off, while connecting a different one clears those links first. If Xero ever rejects BytePhase’s access, syncing pauses until you reconnect. One Xero organisation is connected per BytePhase workspace, shared by every business in it.