Xero - Overview
Xero is a leading accounting software used to manage business transactions, invoices, credit notes and payments.
Salpo has now partnered with Xero and has built a comprehensive integration for you to view transaction information in Xero. With this hassle-free integration, you can create invoices for your opportunities and view contact's billing history.
Xero integration is available for you in our Bronze plan and upwards.
How to connect
You are required to log into your Xero account prior integrating with Salpo CRM.
Go to Salpo CRM Control Panel > Integrations > hit Connect button at the foot of the Xero panel.
You will be notified on the landing page when Xero has successfully integrated.
Invoices are created against contacts, thus the contacts to be invoiced must be synchronised with Xero prior to creation of any invoices.
Contacts could be synced in bulk or individually. The inbuilt filters will prevent any duplication contact migrations to Xero.
To sync bulk contacts:
- Filter a list of contacts from your Salpo CRM contact list view page.
- Click Actions on the top corner of the list view page and select Sync with Xero to proceed synchronisation
To add an individual contact;
- Go to a contact profile page
- Select Add > Sync with Xero
All your exported contacts will be available in Xero > Contacts > All
Importing Xero contact
Syncing Salpo Contacts with Xero via the integration is a one-way transaction. Although the synchronisation will create new contacts in Xero, this will not import any contacts from Xero to create new Contacts in Salpo CRM.
Exporting Xero contacts into a CSV and importing them into Salpo CRM would be the best practise to have all contacts available on both the platforms. Upon syncing the contact connection between the two accounts will be based on the Email addresses. Hence it is important to have all the emails saved against the Xero contacts available in the CSV file prior importing into Salpo CRM.
In case an email address is not available for a contact record in the CSV prepared for importing, upon syncing the imported list with Xero would create a duplicate contact in Xero.
The Salpo/Xero integration enables you to create opportunities and create an invoice against them that is sent to Xero. Invoices are generated for contacts. Hence prior creating any invoice, the contact involved in the opportunity must be synced with Xero.
Invoices can be created only in an opportunity's profile page (Please refer to Creating opportunities to know how to create an opportunity).
Go to the opportunity profile Page > click Add drop down > select Create invoice
Salpo CRM will generate a mockup invoice for you that appears in a pop up box. The fields are auto generated by populating the details that are specified in the opportunity.
Invoice Date & Due Date can be amended as required. Amend relevant fields in the respective opportunity's profile page to change any information that appears in the invoice pop up.
Multiple rows will be available if more than one product is linked to an opportunity.
You can deselect rows and define your invoice as required.
Invoices can be created even if a product is not linked to an opportunity. In such instances estimated value will be considered as the total value of the invoice.
Line item would be the product name by default when a product is not linked to an opportunity.
The currency (Ex - USD / GBP) selected to record the opportunity in Salpo CRM should be added as an acceptable currency rate in Xero in order to create invoices.
(Click here to know more about how to add an acceptable currency rate in Xero)
Click to export and generate the invoice in Xero platform.
Approving an invoice
All invoices must be approved by an authorised party with Xero access. Invoice approval can only be performed in the Xero platform. Invoices exported from your Salpo CRM will be listed in Xero > Accounting > Sales > Awaiting approvals
Or in Xero > Contact > All contact > Contact Name
Click the invoice # to view and to be directed to the Edit invoice page.
To authorise the invoice, click Approve.
Any detail recorded against Salpo CRM opportunity will not be changed or amended upon amending/ editing invoice fields in Xero platform.
Upon integrating Xero all new Xero tab will be available only in contacts & opportunity profile pages.
Since invoices are created for contacts the detailed invoice will record in Xero tab under the relevant contact profile page.
Only approved invoices are populated in contact profiles.
Pending invoices will not be available until approved.
Use the View contact profile in Xero link to access the original invoice in the Xero platform.
Account balance - is based on the base currency selected when setting up your organisation in Xero.
E.g - Total = 2,800.00 USD = Due GBP = 2,159.31 (at the exchange rate of 1 GBP = 1.29 USD)
Overdue amount - will be the total of all due amounts of all invoices converted to base currency selected when setting up your organisation in Xero.
Invoices in Salpo CRM will amend accordingly if & when any changes made to the original invoice in Xero.
E.g. - Partial payment of USD 1800 was received against the above invoice (exchange rate 1 GBP = 1.30 USD)
The invoice values in Salpo CRM will amend according to the defined exchange rate.
Invoices in opportunities
Invoice are created against opportunities. A new Xero tab will be available in all opportunity profile pages just as like in a contact profile page.
You can find all the invoices submitted to Xero in relevance to the specific opportunity. A summary of the invoice is available for a quick view.
The invoicing approval status will be indicated in the summary.
Use the option under View to view original invoice in Xero.