If you use Xero as your financial package of choice, you can integrate Administrate with Xero . Xero offers a 30-day free trial , so you can test this for yourself at no extra cost. There are several advantages to integrating Administrate with Xero:
- Save time: seamless synchronisation between Administrate and Xero for invoicing and financial tasks. This would save the time required to export information out of Administrate and into a dedicated financial package
- Have control over your Invoices and Financial Documents
- Use a world-class industry standard package to manage your finances
In the event that you’ve yet to migrate to a dedicated financial package, Xero or otherwise, please follow our migration guide .
Please make sure you have successfully set up your Xero integration before actioning any processes on this guide.
- How do I create an Invoice?
- What if my customer details are on Administrate, but aren’t on Xero yet?
- How do Xero payments work with Administrate?
- What are Payment Terms?
- Can I make changes once I’ve finalised the Invoice?
- What happens to my promo codes?
- How do I view and resolve Xero synchronisation problems?
- I’m a Xero Early Adopter, will my Payments start syncing automatically?
- What if I’m taking payments via my website, e.g. PayPal?
- I’m a Xero Early Adopter, will my credit notes start syncing automatically?
- What about credit notes which are only partly allocated to Administrate invoices, with the rest being allocated to non-Administrate invoices on Xero?
- What about credit notes raised on cancellation?
How do I create an Invoice?
You create an Invoice the usual ways - through the Registration, through a Sales Opportunity, etc, which will produce a Draft Invoice. You can make necessary changes before you lock the Invoice through the Finalise Invoice button. This will achieve the following:
- Lock the Invoice - you won’t be able to make major edits to the Invoice through Administrate
- Sends the Invoice to Xero’s Awaiting Payment list
- All operations regarding the Invoice (sending via email, attaching to communication triggers, viewing) will use the Xero Invoice PDF - see Xero Invoice Documentation to configure the styling, etc .
Upon successful completion of the above, your Invoice screen will be updated as follows. Please note the green “View on Xero” button and the synchronisation button.
Click on View in Xero and you’ll be taken to the Invoice in Xero. It’ll also be available on your Xero Dashboard. The Invoice will belong to Awaiting Payment section.
You can also view Invoices through the Xero Dashboard:
In the Sales Ledger, you'll have visibility over whether an Invoice has been finalised and sent to Xero:
|Not Sent||Invoice is yet to be finalised and synced to Xero|
|Xero INV number||Invoice has been finalised and synced to Xero successfully|
|Failed||Attempt(s) have been made to finalise the Invoice and sync to Xero, but there were errors (refer to the Invoice for more information)|
You can then action the Invoice using Xero, such as making payments against it in Xero, which will automatically be synced back to Administrate every hour, or you can manually sync it. Please refer to Xero Support Documentation on Sales Invoices for more information what you can achieve using Xero Invoicing.
What if my customer details are on Administrate, but aren’t on Xero yet?
If Xero doesn’t find the appropriate account, it’ll ask if you wish to create a “contact” (a Contact in Xero is an Account in Administrate).
If you have your customer details already on Xero, but get prompted for Payment Terms, please see the following section, What are Payment Terms?
How do Xero payments work with Administrate?
With the Xero Integration, you can make Payments against the Invoices in Xero and these payments will sync automatically with Administrate on an hourly basis. You can check for errors in the sync through the Xero Status tab in the Xero Integration.
The status shown in the “Payment” column will relate to payments made in Xero, not Administrate payments.
What are Payment Terms?
In Xero, Invoices have a due date, which is part of their Payment Terms. You’d need to have set this up for your Xero Organisation, in order for the Integration to work. This is the number of days that the payment terms should be met. If you don’t use a fixed date per month, then the Tax Point will be used to calculate the due date.
Administrate syncs the Invoice Due Date in this order:
- If set, your customer’s individual setting. In Xero, this is a “ custom due date for an individual contact ”.
- Your Xero organisation’s default due date.
If you don’t have Payment Terms set up in Xero, or wish to find out more about this, please refer to Xero’s Documentation on Payment Terms .
Can I make changes once I’ve finalised the Invoice?
Please remember that once the Invoice has been finalised, the Invoice PDF used is the Xero Invoice PDF - please see Xero documentation on how to configure the styling of Invoices for more information.
You can make limited changes in Administrate once the Invoice has been finalised.
You are able to make changes to:
- PO Reference
- Other Inv. Ref.
- Service Date for the Invoice Item
- Description for the Invoice Item
Once you’ve made the changes in Administrate, please remember to sync to Xero, using the button.
You’re able to make other changes, e.g. Xero Inv., etc. through Xero. Please see Xero’s Documentation on Awaiting Payment Sales Invoices for further information. Once you’ve made the changes on Xero, you can force the changes to be viewed on Administrate by clicking on the appropriate Invoice.
What happens to my promo codes?
Administrate offers both Discounts and Promo Codes (percentage based), while Xero only supports one kind of ‘discount’ . Therefore, when you sync to Xero the Administrate Promo Code will not be taken into account. If you are using Administrate Promo Codes for percentage discounts, we suggest you use Administrate Discounts instead, for invoices you wish to sync to Xero.
How do I view and resolve Xero synchronisation problems?
In your Xero Integration Control Panel setting, there will be a Status tab where you can view and resolve Xero synchronisation issues.
For Administrate Companies with the Xero Integration, Payments should be recorded within Xero only. Xero is the source of truth for these transactions and any Payments against Xero Invoices that were originally created in Administrate will be synced back to Administrate within an hour. For Administrate Invoices associated with Companies not linked to Xero, Payments should be processed in Administrate as normal.
I’m a Xero Early Adopter, will my Payments start syncing automatically?
You’ll need to switch Payments syncing on manually, first, by clicking Enable on the Xero Integration’s Status tab. This lets you decide from when you wish to start using the Xero payments feature. Before switching this on, we recommend that you ensure the data in your Administrate instance matches that of your Xero organisation. For example, if an Invoice has been marked as Paid in Xero, it should also be marked as Paid on Administrate. Once you switch on the Payments feature, you won’t be able to create Payments against Invoices in Administrate, so it’s important that the data on both Administrate and Xero match beforehand.
What if I’m taking payments via my website, e.g. PayPal?
Ensure that you’ve specified the Bank Financial Account which you want to apply to payments pulled in via payment integrations in the Administrate Payment Settings. Note that this Bank Financial Account must be mapped correctly in the Xero Setup.
Please note that Payments cannot be created via the API for companies that are linked to Xero.
Payment with legacy Website Orders (Pending)
Any orders that come in through this system against a Xero Integrated Company will no longer be able to create Payments in Administrate. You should create Payments in Xero. This is to avoid the possibility of duplicate data. If you’d like to automate the Payment process, please look into migrating to the Sales Opportunities system. You can contact your Account Manager or Administrate Support if you have further queries about this. Once an Invoice has been paid for by your customer, it will be marked as “Paid” in your Website Orders (Pending) page.
Payment with Sales Opportunities
Any orders that come through this system and has been paid by your customer, a Finalised Invoice will be created in Administrate. This will create an Invoice and allocate the appropriate Payment in Xero. This information will be synced back to Administrate as part of the regular Payment synchronisation process.
Recording Credit Notes
For Administrate companies that have Xero enabled, credit notes should be recorded within Xero only. Xero is the source of truth for these transactions and any credit notes against Xero invoices that were originally created in Administrate will appear in Administrate automatically within an hour. For Administrate invoices associated with companies not connected to Xero, credit notes can be taken via Administrate as normal.
I’m a Xero Early Adopter, will my credit notes start syncing automatically?
You will need to switch credit note syncing on manually. This is in order to enable you to decide when to switch it on. Before switching on, we recommend that you ensure that the data in your Administrate instance is in the same state as the data in your Xero organisation (for example, if a credit note has been raised in Xero, it should be also raised in Administrate). This is because you will no longer be able to manually raise credit notes on Administrate after enabling credit note syncing.
What about credit notes which are only partly allocated to Administrate invoices, with the rest being allocated to non-Administrate invoices on Xero?
These will appear in Administrate, but their status will be ‘unallocated’, as they are considered not fully allocated (Administrate does not ‘know’ about credit notes allocated to other products).
What about credit notes raised on cancellation?
In line with the above, Xero users will not be able to raise credit notes from Administrate. This is in order to avoid duplicates.
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