Invoices
This page focusses on the functionality and behaviour of invoice data syncing between StayOnHire and Xero once connected. Ideal for both new and experienced users.
Last updated
This page focusses on the functionality and behaviour of invoice data syncing between StayOnHire and Xero once connected. Ideal for both new and experienced users.
Last updated
This page is specifically for syncing invoices with Xero. For a walkthrough of invoicing functionality and setup in StayOnHire, please visit the Invoicing guide.
For the best experience, we recommend having your Xero integration set as below for your invoice sync behaviour and direction:
Xero Resource: Invoices "Toggled on"
Sync Direction: "StayOnHire sends"
StayOnHire Edibility: "Can be edited"
Syncing invoices from StayOnHire to Xero requires contact, tax rate and account data be received from your Xero organisation. Without these, it would not be possible for Xero to receive a complete, approved invoice from StayOnHire after being approved.
To ensure your integration is setup correctly, complete the following checklist:
Complete the Xero Getting Started guide
Complete the StayOnHire Getting Started invoicing guide
A simple overview of how this will look in your business:
Build and execute jobs/hires in StayOnHire
Auto-draft invoices with equipment & billable items in StayOnHire
Review and approve draft invoices in StayOnHire
Approved invoices sync to Xero
The following steps will generate a new invoice in your Xero account once completed. Please consult your accountant or bookkeeper to ensure this does not cause unnecessary confusion or complication for your team.
To test an invoice sync to your Xero account, follow the below steps:
From the 'Create' button in the top right-hand side of your page, select 'Invoice':
Leave the type tab set to 'Standard' and select a client contact (ideally a not-important contact), then click 'Create':
Add invoice row details, such as description, quantity, price, account an tax rate, before approving teh invoice from the blue primary action button in the top-right hand side:
Important: Invoices with a total of 0.00 will not sync to your Xero integration, and will not work for the purpose of testing your Xero integration.
Once approved, your invoice's 'Sync Status (Xero)' field will now start syncing your newly approved invoice to Xero:
If successful, a green tick icon will appear alongside the ability to 'Open in Xero'.
If unsuccessful, a red warning symbol will appear alongside the ability to 'Retry Sync' manually.
Error messages will vary based on the issue of your account.
If you're unable to resolve a sync error, please contact us via or live chat support or through your StayOnHire representative directly.
StayOnHire does not receive new invoices from Xero in any circumstances.
Our gaol is to help your scheduling team execute jobs, and have your billing team use this integration to send approved invoices to Xero, in order to remove the manual data entry and potential for human-error.
