# Invoices

***

{% hint style="info" %}
This page is specifically for syncing invoices with Xero. For a walkthrough of invoicing functionality and setup in StayOnHire, please visit the [Invoicing](https://docs.stayonhire.com/billing/invoicing) guide.
{% endhint %}

## Overview

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"

<figure><img src="https://50563950-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Lzplo2osBdXGzFtPu2f%2Fuploads%2F27L3wc2qK11fz0rep0vf%2FScreenshot%202024-05-07%20at%204.19.02%E2%80%AFPM%207.png?alt=media&#x26;token=4a82fca5-fcad-4906-970d-2d614d53091d" alt=""><figcaption><p>This configuration page is accessible in the settings of your StayOnHire account</p></figcaption></figure>

{% hint style="info" %}
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.
{% endhint %}

## Configuration & Setup

To ensure your integration is setup correctly, complete the following checklist:

1. Complete the Xero [Getting Started](https://docs.stayonhire.com/integrations/xero/getting-started) guide
2. Complete the StayOnHire [Getting Started](https://docs.stayonhire.com/billing/invoicing/getting-started/configure-and-setup) invoicing guide&#x20;

## How it Works

A simple overview of how this will look in your business:

1. Build and execute jobs/hires in StayOnHire
2. Auto-draft invoices with equipment & billable items in StayOnHire
3. Review and approve draft invoices in StayOnHire
4. Approved invoices sync to Xero

## Testing your integration

{% hint style="danger" %}
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.
{% endhint %}

To test an invoice sync to your Xero account, follow the below steps:

### Confirm StayOnHire sends

#### 1. Create a Standard Invoice

From the 'Create' button in the top right-hand side of your page, select 'Invoice':

<figure><img src="https://50563950-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Lzplo2osBdXGzFtPu2f%2Fuploads%2Fjff2n8oOVw6lXmB8uAQy%2FScreenshot%202024-05-08%20at%204.44.56%E2%80%AFPM.png?alt=media&#x26;token=4ca951f1-5e6b-4a1a-b135-a8bfe562952c" alt=""><figcaption></figcaption></figure>

Leave the type tab set to 'Standard' and select a client contact (ideally a not-important contact), then click 'Create':

<figure><img src="https://50563950-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Lzplo2osBdXGzFtPu2f%2Fuploads%2FEnBbRjNqauKSjjx7C7Hq%2FScreenshot%202024-05-08%20at%204.51.40%E2%80%AFPM.png?alt=media&#x26;token=8d55c7b1-ad71-4960-aea1-c654685904fb" alt=""><figcaption></figcaption></figure>

#### 2. Approve & Sync

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:

{% hint style="danger" %}
*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.
{% endhint %}

<figure><img src="https://50563950-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Lzplo2osBdXGzFtPu2f%2Fuploads%2F4SZJlHt4qV3Y2oGn8PDu%2FScreenshot%202024-05-08%20at%204.55.27%E2%80%AFPM.png?alt=media&#x26;token=30aeef82-544c-4f5e-8284-001aa21686d1" alt=""><figcaption></figcaption></figure>

#### 3. Open in Xero

Once approved, your invoice's 'Sync Status (Xero)' field will now start syncing your newly approved invoice to Xero:

<figure><img src="https://50563950-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Lzplo2osBdXGzFtPu2f%2Fuploads%2FCHI7XRL9fy6UPk8XNqmK%2FScreenshot%202024-05-09%20at%201.07.51%E2%80%AFPM.png?alt=media&#x26;token=16ebefd8-86ec-4cbc-b667-6b0aabe4d312" alt=""><figcaption></figcaption></figure>

#### Sync Success

If successful, a green tick icon will appear alongside the ability to 'Open in Xero'.

<figure><img src="https://50563950-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Lzplo2osBdXGzFtPu2f%2Fuploads%2FukFzJ7Ha2ksUZturaosp%2FScreenshot%202024-05-09%20at%201.10.11%E2%80%AFPM.png?alt=media&#x26;token=bfa154d6-2da5-400a-8038-0422d8b0e360" alt=""><figcaption></figcaption></figure>

#### Sync Error

If unsuccessful, a red warning symbol will appear alongside the ability to 'Retry Sync' manually.

<figure><img src="https://50563950-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-Lzplo2osBdXGzFtPu2f%2Fuploads%2FlYDmpN3TPX59QnsAFqup%2FScreenshot%202024-05-09%20at%208.47.27%E2%80%AFAM.png?alt=media&#x26;token=f1b155de-466d-4dfd-8795-d8cf092ef86e" alt=""><figcaption></figcaption></figure>

Error messages will vary based on the issue of your account.&#x20;

If you're unable to resolve a sync error, please contact us via or [live chat support](https://drift.me/stayonhire) or through your StayOnHire representative directly.&#x20;

### Confirm StayOnHire receives

StayOnHire **does not receive** new invoices from Xero in any circumstances.&#x20;

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.