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Xero

Connecting Xero to Bonsai.

Updated over a week ago

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:

  1. Navigate to the Integrations page in your Bonsai account.

  2. Click on the Xero integration option.

  3. 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.

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