What Data is Exported to Xero?

Overview

You can integrate Simpro Premium with your Xero accounting package to post transactions and card file information directly from Simpro Premium into Xero through the accounting link.

For each transaction below, you can verify what data is transferred between Simpro Premium and Xero. To learn how to set up which transactions export to Xero, see Adjust Xero export options.

To maintain the connection security between Simpro Premium and Xero, your connection is revoked if you remain inactive and another person uses the same XERO login details to:

  • Connect a different Simpro Premium build to Xero on another device
  • Connect another application to Xero
  • Change any of the Xero users settings, for example, passwords or permissions.

To help prevent your connection from being revoked, it is recommended to set up a dedicated user login in XERO to connect your Simpro Premium accounting link.

US only: If you use Simpro Premium in the United States, the term 'vendor' is used instead of 'supplier'.

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Accounting Link

Before performing the steps detailed below, ensure that this part of your build is set up correctly. The relevant steps to set up the features and workflows detailed in this article can be found here:

How to Set Up the Xero Accounting Link

If you have integrated your new Simpro Premium build with your Xero accounting package and all of your contacts are set up in Xero, you can use the accounting link to perform an initial import of your Xero customers and suppliers into Simpro Premium. Learn more in How to Set Up the Xero Accounting Link.

After you have performed an initial import, you need to create / edit all customer, supplier, and contractor card files in Simpro Premium. Contacts created in Xero after completing an initial import do not transfer to Simpro Premium.

Learn more in How to Import Xero Data into Simpro Premium.

Contacts in Xero are defined according to the transactions against the contact card. Therefore a contact is only recognised as a customer or supplier / contractor when you transfer or create the appropriate transaction against it.

When creating or updating your customer, supplier, and contractor card files in Simpro Premium, it is important to remember the following information when exporting this information to Xero:

  • The Xero accounting link matches Simpro Premium card files and Xero contacts by name. This matching is case-sensitive.
  • If you need to change the name of a customer, supplier, or contractor, update it in both Simpro Premium and Xero before running the accounting link to prevent errors in transferring data, as changing the name in only one software prevents the card file from matching.
  • If a customer and supplier / contractor have the same name in Simpro Premium, they export to a single contact in Xero, which is recognised as both a customer and supplier / contractor once the relevant transactions have been posted against it.

Simpro Premium customer, supplier, and contractor card file information corresponds to the following fields in Xero.

Street Address This appears as the Physical Address in Xero.
Postal Address This appears as the Postal Address in Xero.
Primary Phone / Company Phone / Work Phone This appears as the Telephone number in Xero.
Mobile This appears as the Mobile number in Xero.
Company Fax / Fax This appears as the Fax in Xero.
Email This appears as the Email address in Xero.
AU only: ABN This appears as the ABN in Xero.
Currency This appears as the Default Currency in Xero if applicable.
Account No. Customer cards only. This appears as the Bank Account No. in Xero.

Learn more in How to Create Customers, How to Create Suppliers and How to Create Contractors.

When supplier invoices are posted through the accounting link, each line item has a quantity of one, regardless of the quantity in Simpro Premium. The pricing does not change.

You can export customer, supplier, and contractor invoices and credits from Simpro Premium to Xero through the accounting link.

Customer invoice and supplier credits are also known as credit notes in Xero, while supplier invoices and contractor invoices are known as bills and contractor bills, respectively.

The following information is sent to Xero:

  • A URL that links back to the Simpro Premium invoice
  • The status as defined by your accounting link settings in Simpro Premium. Learn more in How to Set Up the Xero Accounting Link.
  • The invoice number
  • The Date Issued
  • The Due Date
  • The Reference Number. Job numbers are prefixed with 'J'.
  • The currency code if applicable
  • Each cost centre is a line on the invoice that includes:
    • Quantity. This is always one to prevent rounding issues.
    • Unit Amount. This is always the tax inclusive amount from Simpro Premium.
    • The Account Code from the cost centre.
    • Tracking option (if selected).

Invoices are always transferred with amounts inclusive of tax. Xero determines the tax type based on your Simpro Premium settings. Learn more in Map tax codes.

To learn how to set up transferring payments both ways between Simpro Premium and Xero, see Adjust Xero export options. To learn how to export payments to Xero or import them to Simpro Premium, see Transfer payments.

If the payment has a finance charge attached to it when you transfer the payment:

  • An invoice is created and the Invoice Number contains the letters 'FC' followed by the payment number with the ‘CR’ prefix removed. For example, the invoice number may appear as ‘FC23’. The Date Issued is the date from the payment.
  • The invoice posts to the Finance Charge Account specified in your How to Set Up Financial Defaults in Simpro Premium.
  • The category option Finance Fee (or the alternate label that you have specified in Financial Defaults) is added to the tracking category if it exists in Xero.

If a payment exceeds the invoice amount in Simpro Premium, it does not export to Xero, as Xero cannot process overpayments.

If the payment fails to export, the accounting link cannot remove the finance charge invoice from Xero. You need to manually void the finance charge invoice in Xero or you cannot re-post the payment. You need to first modify the invoice and change the invoice number. For example, if the current invoice number is ‘FC123’ then change it to ‘FC123-void’.

For accounts receivable invoices with CIS / RCT, Simpro Premium creates a payment for the invoice itself. This is transferred to Xero as a normal payment to the invoice.

Accrual revenue is used to account for costs that haven’t been paid for yet, but you know that the payment will be made in the future.

Deferral revenue is used to account for costs that haven’t been incurred yet, but have already been paid for.

Accruals and deferrals can be transferred to Xero using the accounting link. Learn more in Export accruals and Export deferrals.

Inventory journals generated by Simpro Premium are transferred into Xero as Manual Journals. Learn more in What is Inventory Tracking?.

When you delete a supplier credit against a supplier credit, the inventory journal related to that supplier credit needs to be deleted manually.

The Inventory account in Xero is used only for Tracked Inventory, and is unrelated to inventory tracking in Simpro Premium.

Category tracking and business group tracking both need to be enabled in Simpro Premium before you use them with Xero. You also need to have your tracking categories in Xero set up to match the names of your accounting categories and business groups in Simpro Premium. Learn more in How to Use Accounting Categories and How to Use Business Groups.

When a transaction is sent across with an accounting category or business group name, it is matched to the Xero tracking option with the same name. If there are multiple options with the same name, it matches with the last option. This sets the value of the tracking category column on the transaction.

A screenshot of a tracking category applied to a line item in an invoice in Xero.

Send timesheets directly from Simpro Premium to Xero. This saves your time by eliminating the need to re-enter employee times in Xero and improves accuracy of your schedule data.

Learn more in How to Export Timesheets to Xero.

Exporting timesheets from Simpro Premium creates a timesheet in Xero with the number of hours per day in a payroll period against each Earnings Rate, that the schedule rates are mapped against. Note that the labour cost in Simpro Premium is not posted across in Xero, only hours against each schedule rate are sent.