Xero sync: Frequently asked questions (FAQ)

Below are answers to frequently asked questions about Xero Sync.

Xero Sync

  • Chart of Accounts are a 2-way sync
  • Sales Tax is a one way sync from Xero to Cashflow360
  • Tracking Categories (Locations & Departments) are a 2-way sync, as long as the Tracking Categories are named "Location" and "Department" in Xero
  • Bills are a 2-way sync, and can be edited in either Xero or Cashflow360
  • Unapplied Vendor Credits are a 2-way sync, but you have to apply credits in Xero and Cashflow360 manually
  • Bank Account Balance syncs from Xero to Cashflow360
  • Bills in Xero contain a link, which takes you directly to the corresponding bill in Cashflow360 and opens in a separate tab
  • AR payments in Cashflow360 will only sync to Xero if applied to an invoice; overpayments/unapplied payments won't sync to Xero
  • Auto Sync runs approximately 24 hours after your most recent sync. This timeframe isn't adjustable.
  • Contacts connected to Cashflow360 will be a part of a custom group called Sync to Bill.com Vendors and/or Sync to Bill.com Customers
  • Bills will sync over as Approved
  • Tax IDs for vendors are a 2-way sync
  • A Sync Menu icon is available from any page in Cashflow360, located at the top of your screen
  • Creating and updating of locations and departments will sync from Xero to Cashflow360 and/or Cashflow360 to Xero. Deletions made to these items, however, won't sync in either direction, they must be deleted manually in both systems.

FAQs

What syncs and what doesn't?

Xero sync image

Why didn’t my Contacts sync to Cashflow360?

Contacts may not come over to Cashflow360 because Xero hasn't categorized the contact yet. This is usually due to the contact not having any transactions. A quick way to resolve this is to add the contact to one or both of the following groups in Xero:

  • Sync to Bill.com Vendors
  • Sync to Bill.com Customers

Why didn’t my Contact's address or phone number sync to Cashflow360?

  • In order to sync to Cashflow360, the contact address in Xero must be specifically in the "Postal Address" section
  • The contact phone number must be in the dash format (xxx-xx-xxxx) and should be in the Phone field, not the Mobile field in order to sync to Cashflow360

Why didn’t my Tracking Categories show up?

The only Tracking Categories that sync between Cashflow360 and Xero are Location and Department; any other tracking category won't sync. If the tracking categories are Departments and Locations and they're still not syncing, it's possible that you haven't correctly named the Tracking Categories in Xero. Please make sure that you use the names Department and/or Location (no 's' at the end) to ensure they sync properly. These category names are case-sensitive.

Updates to these items will sync between both systems. Deletions made to these items, however, won't sync in either direction, they must be deleted manually in both systems.

In Xero - To add a Location

  1. Select Settings
  2. Select General Settings
  3. Select Tracking
  4. Select Add Tracking Category
  5. Enter the category name: "Location" (must be 'Location', or it won't sync over)
  6. Add the different location names as category options
  7. Select Save

In Xero - To add a Department

  1. Select Settings
  2. Select General Settings
  3. Select Tracking
  4. Select Add Tracking Category
  5. Name the category name: "Department" (must be 'Department', or it won't sync over)
  6. Add the different department names as category options
  7. Select Save

Why don’t some of my bill/invoices from Xero show up in Cashflow360?

There are a few reasons why some bills and/or invoices aren't showing up in Cashflow360:

  • Only unpaid Bills and invoices will sync from Xero to Cashflow360. We don't sync historical Paid bills and invoices.
  • Bills/invoices in Draft status in Xero don't sync to Cashflow360
  • Only USD Currency is supported by Cashflow360; bills and invoices in other currencies won't sync to Cashflow360
  • Bill and Invoice Numbers are required in order for bills/invoices to sync from Xero into Cashflow360

Why doesn’t my bank account sync over to Xero from Cashflow360?

Because of Xero's unique bank account setup, bank accounts can only be created in Xero and then synced over to Cashflow360.

How do I track payments made outside of Cashflow360?

  1. Locate the bill in Cashflow360
  2. Select More actions
  3. Select Mark as paid

On the following screen, there will be the option to either sync this payment into Xero, or mark the payment not to sync.

How do I track credit memo or vendor credit application?

Vendor credits and credit memos must be applied manually in both Cashflow360 and Xero.

Why do my bill sync as "Awaiting Payment"?

By default, all Bills sync as Authorized into Xero.

How do I stop bills/invoices syncing from Xero?

By default, transactions have a 2-way sync. To enable sync for transactions to ONLY sync from Cashflow360 to Xero, please contact Customer Support.

How can I view my bill documents from Xero?

Documents don't sync from Cashflow360 to Xero.

How and where do I sync?

Syncs are initiated from within Cashflow360, in one of the following options:

  • Select the sync icon in the top right corner of Cashflow360

or

  1. Select Settings
  2. Select Sync Now under Sync

Do I have to sit and wait for the sync to finish?

You can leave the sync screen at any time and continue to work in Cashflow360. The sync icon at the top of any screen in Cashflow360 will show the current sync's progress.

Do I need to sync manually every time?

While you can sync manually at any time, the sync automatically runs approximately 24 hours after the most recent sync.

Why don’t I see my uploaded documents in Xero?

Select the link from a Xero invoice to view the bill and supporting invoice in Cashflow360. Documents don't sync between Cashflow360 and Xero.

How do I resolve sync errors?

Many sync errors can be resolved on your own. Try pasting the error into the search bar in the Support Center, to find an article relating to your sync error. Follow the steps to troubleshoot and clear it. If the errors persist, please contact Customer Support.