Connecting Xero

Connect Xero so approved invoices, contacts and payments flow from CompanionAxis to your books without re-keying, then keep the connection healthy.

Before you begin

• A role with settings.integrations.connect, such as Administrator or Finance.
• The Accounting module switched on for your organisation.
• An administrator login for Xero.

Connect Xero

1. Go to Settings → Integrations.
2. Choose Accounting in the category list, or search the page, and find the Xero card.
3. Select Connect. The Connect Xero dialog opens.
4. If you have more than one legal entity, choose the Legal entity (or Whole organisation). You can connect one accounting system per legal entity.
5. Select Continue to Xero and confirm it’s you. Sign in to Xero and approve access.
6. Back in CompanionAxis, the Finishing the connection page opens. If you approved more than one organisation, choose the one that matches yours and select Connect.
7. A message confirms the connection and that the first sync has started.

Map your accounts

1. Open the Xero page from Settings → Integrations (select Manage).
2. Open the Mappings tab and choose a mapping from the list: Revenue account per NDIS support category, Tracking option per cost centre, Tax rate per GST code, Clearing account per payment method (NDIA, Stripe, EFT) and Fees, write-off, rounding, refund and payout bank accounts.
3. Select Refresh options to load the latest accounts from Xero.
4. Choose the Xero option for each row. Rows left as Not mapped won’t sync correctly.
5. Select Save mapping. Mappings apply from the next sync.

Choose what and when to sync

1. Open the Settings tab.
2. Choose How often to sync: As it happens, Every hour, Daily or Only when someone presses Sync now.
3. Under What syncs, tick contacts, invoices, credit notes, payments and payouts as needed.
4. Choose whether invoices arrive Authorised (approved) or as Draft (review there first).
5. Select Save settings.

Check the connection is healthy

1. Open the Overview tab. The Connection card shows the organisation at the provider, Health, Last sync and Sign-in valid until.
2. Select Check connection to test it, or Sync now to sync straight away.
3. Open Sync history to see each run. Open a run marked Failed or Partly failed and select Retry failed records, or Retry on one record.
4. Use Pause/Resume to stop syncing for a while, and Reconnect if the sign-in is about to expire.

Tips

• Set up cost centres first if you want tracking by site; they map to your accounting categories.
• Keep Invoice status on Draft for the first weeks so finance can check invoices before they post.
• Disconnect stops syncing and revokes the sign-in. Nothing is deleted on either side, and mappings are kept for when you reconnect.

If something goes wrong

Reconnect needed

Xero ended the connection, so nothing is syncing. Select Reconnect and sign in again.

A warning says the sign-in expires within 7 days

Select Reconnect before it expires to keep syncing.

A run shows Partly failed

Open it in Sync history, read each failed record’s error (often an unmapped account), fix the mapping, then select Retry failed records.

The card shows Not in your plan

Select See plans to check which plans include accounting.