Xero Integration for Repair Shops
Your repair shop already runs invoices, customers and parts in BytePhase — then someone re-enters all of it into Xero to keep the books straight.
BytePhase × XeroWorking together, in real timeXero and BytePhase, explained
The sync is one-way and automatic — BytePhase is where you work, Xero is your accounting book of record. Create a customer and they become a Xero contact. Add a part or a repair service and it becomes a Xero item.
The old way vs BytePhase
- Re-typing every invoice into Xero by hand at month-end
- Customers and parts maintained twice, in two systems
- Totals and line items re-keyed line by line
- Choosing later whether an invoice is a draft or approved
- Your accountant chases you for missing paperwork
- Invoices post to Xero automatically as you raise them
- Customers and parts sync once from BytePhase into Xero
- Full line items carry onto the Xero invoice for you
- You decide up front — post to Xero as Draft or Authorised
- Your books are current the moment you invoice
What you can do with the Xero integration
Customers sync to Xero contacts
- New and updated customers pushed to Xero
- No duplicate customer maintenance across two systems
- Runs automatically as you work
Parts and services become Xero items
- Parts and repair services synced as Xero items
- Items created and kept up to date
- Untracked items work on all Xero plans
Invoices post with their line items
- Full line items pushed, not just a total
- Posts to the income account you chose
- One invoice, entered once
Post as Draft or Authorised — your call
- Post invoices as Draft for review
- Or post as Authorised to go straight through
- Matches your bookkeeping workflow
You control the account mapping
- Map income, expense and inventory-asset accounts
- Pulls your live Xero chart of accounts
- Inventory-asset account for tracked items
One-time bulk inventory sync
- Bulk-push your existing catalogue in one go
- Runs in the background
- Set opening stock quantities in Xero
How the Xero integration works
Connect your Xero organisation
Authorise BytePhase from the Xero integration screen with a secure Xero sign-in — no keys to copy or paste.
Map your accounts
Fetch your chart of accounts and choose the income, expense and inventory-asset accounts BytePhase should post to, and whether invoices post as Draft or Authorised.
Work as usual — books stay current
Create customers, parts and invoices in BytePhase; they flow into Xero automatically while you keep working.
One BytePhase invoice, your Xero books update themselves
Xero in a repair shop
Month-end with nothing to re-type
It is the last day of the month.
A new customer, entered once
The front desk books in a walk-in and creates the customer in BytePhase; that contact is already in Xero before the repair even starts.
Draft-first for a careful accountant
Your bookkeeper likes to review before approving, so you set invoices to post as Draft.
Why repair shops connect Xero
No more double entry
Customers, parts and invoices are entered once, in BytePhase, and flow to Xero.
Books that are always current
Invoices post as you raise them, so your accounts never lag behind the shop.
Draft or Authorised, your way
Choose how invoices arrive in Xero so they fit your bookkeeping workflow.
Works on your Xero plan
Untracked items sync on every plan; tracked inventory posts against your inventory-asset account.
Your mapping, your books
You decide which Xero accounts everything posts to.
Catalogue in sync fast
A one-time background Sync Inventory pushes your whole parts list into Xero.
The Xero integration in BytePhase
More integrations for repair shops
Setting it up? Read the Xero settings guide →
Reference: the official Xero website ↗
Xero integration FAQ
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.
Xero is included on the Standard and Enterprise plans, and every 15-day free trial. The integration has no extra charge — you only need your own Xero subscription.
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.
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Start your free trialLast updated: 5 October 2026