Connect Xero and Keep It in Step
For admins · Updated 13 Oct 2026
Xero keeps the accounts; Deployr keeps the work. Deployr sends your customers, suppliers, quotes, invoices, credit notes, purchase orders and supplier bills to Xero, and brings payments back from Xero.
Connect
- Go to Settings → Connections and find the Xero card.
- Choose Connect Xero, sign in with your usual Xero login and choose the organisation.
- Back in Deployr, open Account Mappings on the card and choose which Xero account each kind of income and cost goes to.
- To send what is already in Deployr, choose Sync Everything Now under Full Sync. It sends the customers, suppliers, invoices past draft, issued quotes and approved orders that aren't in Xero yet.
Automatic Sync
Automatic sync starts off. Turn it on under Connection on the Xero card, with the Automatic Sync switch. From then on, a customer, supplier, quote, invoice, purchase order or supplier bill that changes goes across within a minute, once it is at the stage Xero should have it: an invoice once it is approved, a quote once it has been sent. Deployr also checks Xero every 15 minutes for payments on invoices still owed. Set Direction to Pull From Xero Only to stop anything being sent, or to Send to Xero Only to stop payments being checked on their own.
Sending One Invoice
- When an invoice that isn't in Xero yet is emailed, Deployr sends it to Xero at the same time, whether automatic sync is on or off. If it doesn't go, the message after sending says why; send it again from the invoice's Xero tab.
- The invoice's Xero tab has Send to Xero once the invoice has been approved and isn't in Xero yet. Before then, the tab says why it can't go. Export Xero CSV gives you a file to import into Xero yourself.
When Something Doesn't Go Across
The Xero card lists what didn't sync, with Xero's reason. Fix the cause, such as a missing account mapping, then choose Retry. Sync Records lists everything sent and what Xero answered.
If Xero already has an invoice with the same number, such as one raised in Xero itself or a voided test invoice, Deployr doesn't send yours, because Xero would change its own invoice to match. The reason names the invoice Xero has. Xero keeps a number for good once any invoice has held it, voided ones included, so on the invoice's Xero tab, Send Under Another Number sends it to Xero under a number you choose. It keeps its own number in Deployr and on your customer's copy, and the Xero copy carries that number first in its reference, so a payment quoting it still matches. To stop it happening again, give invoices raised in Xero their own prefix in Xero's invoice settings, and change a test invoice's number in Xero before voiding it. If the invoice in Xero is this one, with the same customer, date and amount, Deployr links to it instead of sending it twice.
Payments
Payments come one way, from Xero into Deployr. With automatic sync on, every invoice still owed is checked in Xero every 15 minutes, and a payment there marks it part paid or paid; Payments Checked on the Xero card says when that last ran. To check straight away, choose Pull Payments From Xero under Sync Records. Payments recorded in Deployr, card payments included, aren't sent to Xero, and other changes made in Xero aren't read back.
A payment recorded in both places counts once: a Xero payment of the same amount, dated within 14 days of one recorded in Deployr, is matched to it. A Xero payment that matches nothing and would take the invoice past its total isn't added, and the invoice's history says so.
Only admins can connect Xero, retry or sync records from the Xero card, or pull payments from it. Anyone who can open an invoice can send it with Send to Xero, or by emailing it. Automatic sync works whoever saves the record. Voiding an invoice in Deployr doesn't void it in Xero.
More in Invoices and Payments
- Raise an InvoiceThe ways to raise an invoice: from a finished job, from a quote, claim or agreement, for many finished jobs at once, or on a recurring schedule.
- Invoice Labour Hours Each WeekBill each customer's approved hours for a week as draft labour-only invoices, and close the jobs they finish in the same step.
- Review, Approve and Send an InvoiceHow an invoice moves from draft to sent: invoice review, approving the figures, and emailing it or marking it sent when it goes another way.
- Record a Payment and See What's OverdueRecord payments so an invoice moves to Part Paid or Paid, and how Deployr decides an invoice is overdue.
- Take Card Payments With StripeSet up your business's own Stripe account so customers can pay invoices by card in the customer portal, and how those payments are recorded.
- Correct, Credit or Void an InvoiceWhat you can still change on an invoice at each stage, and when to send it back to draft, raise a credit note or void it.