Connecting Xero to Bonsai
Note: The Xero integration is only available on our Scale plan. To access the integration, please contact our support team.
To set up the Xero integration in your Bonsai account:
Navigate to the Integrations page in your Bonsai account
Click on the Xero integration option.
Choose your desired settings for the integration
Once set up, your Bonsai account will begin syncing data with Xero according to your selected preferences.
Integration capabilities
Automatically push Paid invoices from Bonsai to Xero: You can choose to turn on this setting during the initial setup.
Automatically push Sent invoices from Bonsai to Xero: You can choose to turn on this setting during the initial setup.
Manual Sync: Any invoice (drafted, sent, or paid) can also be manually sent to Xero via the “sync” button on the invoice page.
Invoice Data Pushed to Xero
Only the amount without online payments fees is sent.
Billed expenses are sent as invoice line items.
Discounts is sent as a separate line item.
Late fees are sent as an invoice line item.
Integration limitations
Partially paid invoices are not synced.
Online payment fees and refunds are not sent to Xero.
Invoices that have been synced to Xero and later deleted cannot be re-synced.
Non-invoice income is not sent to Xero.
Invoice status updates from Xero are not reflected in Bonsai.
Detailed Data Syncing Rules
1. Client Information
If the client does not have a Bonsai account, the company name or default contact name is sent.
If the client has a Bonsai account, the company name is sent.
2. Address and Email
The client’s profile address and email are sent if they have a Bonsai account. This data is only passed to Xero when the client is created.
3. Invoice Line Items
Line items with descriptions are sent as “Name - Description.” If no description is available, only “Name” is sent.
New services or item codes are not created in Xero.
4. Invoice Amount with Online Payment Fees
The original invoice amount is sent, excluding payment fees.
Example: For a $100 invoice with $3 in fees, $100 is sent.
5. Expenses
Currently, expenses are sent as invoice line items with the format: "Expense — Name of the expense."
6. Tax
0% Tax Rate:
US users: Works without additional setup.
Non-US users: Must create a corresponding 0% tax rate in Xero, or an error will occur.
Non-0% Tax Rate: Users must ensure the corresponding custom sales tax rate is created in Xero.
Note: Sales tax only displays in the classic invoicing view in Xero, and slight discrepancies may occur due to rounding differences between Bonsai and Xero.
7. Discounts
Discount is sent as a separate line item since Xero does not support per-line-item discounts.
8. Tips
Tips are not supported by the integration.