What’s Synced
Vayu syncs billing data to Xero as part of the invoicing workflow. Customers are created or matched in Xero so invoices are always associated with a valid contact. Approved invoices are exported with all line items preserved, including quantities, descriptions, and totals. Products defined in Vayu can be mapped to Xero items so invoice lines are categorized correctly for reporting.Xero Attributes & Setup
Accurate syncing depends on how records are structured in Xero. Each invoice must be associated with a contact, so customer records in Vayu are either linked to existing contacts or created during sync. Products can be mapped to Xero items, which determines how invoice line items are categorized. These mappings ensure that revenue is grouped correctly and remains consistent across reports. Because invoices are created with full detail, the way products and accounts are configured in Xero will directly affect how financial data appears after sync.Configuration Notes
Invoice sync is triggered after approval in Vayu. Draft invoices are not exported. When a record has already been synced, subsequent syncs update the existing record based on its current state rather than creating duplicates. Product and customer mappings determine how data is represented in Xero, so these should be reviewed before syncing at scale.Capabilities
The integration supports creating and updating customers, invoices, and products in Xero through Vayu. Sync operations are initiated from within Vayu, and each action is tracked so you can confirm whether it completed successfully. Because billing logic is handled in Vayu, Xero reflects the results of that process rather than driving it.Prerequisites & Permissions
To get started, you need access to a Xero organization and permission to authorize integrations. In Vayu, you’ll need the ability to manage integrations and access billing data. Before connecting, make sure your core data is already defined. Customers, products, and invoices should exist in Vayu so they can be synced and mapped correctly.Connection & Setup
To connect Xero, open the integrations page in Vayu and select Xero. Start the connection flow and complete authentication in Xero, then return to Vayu once authorization is complete. After the connection is established, Vayu links to your Xero organization and enables syncing.Configurations
After connecting, review the integration settings to ensure that data flows into Xero as expected.Products
Products in Vayu can be mapped to items in Xero. This mapping determines how invoice line items are categorized and is important for reporting.Customers
Customer syncing ensures that invoices are tied to the correct contact. Records can be created automatically in Xero or matched to existing contacts to prevent duplication.Invoices
Invoices are generated in Vayu based on usage, subscriptions, and pricing rules. Once approved, they are synced to Xero with all line items preserved. Each component of pricing appears as its own line item, allowing full visibility into how the invoice total was calculated.Field Mappings & Attribution
When data is synced, Vayu maps billing records into Xero’s invoice structure. Customers become contacts, and mapped products are used when creating line items. This ensures that invoice data in Xero reflects the same structure defined in Vayu, including the breakdown of usage-based and fixed charges.Reconciliation
How data is used in Xero
Once invoices are synced, they can be managed directly in Xero for payment tracking and reporting. Finance teams can rely on Xero for downstream accounting workflows while using Vayu to generate and structure billing data.Logs and activity tracking
Vayu tracks sync activity for each record. You can review whether a sync succeeded, when it occurred, and any details returned during the process.Next steps
After connecting Xero, sync a small set of customers and invoices and review how they appear in Xero. Confirm that mappings, line item structure, and totals behave as expected before relying on the integration more broadly.Xero Tax Handling
When connected to Xero, Vayu supports tax handling that aligns with Xero’s predefined tax rates and codes. You can control how tax is managed across systems:- Xero-managed tax: Use Xero as the source of truth for tax rates and rules, with Vayu aligning invoice data during sync.
- Vayu-applied tax: Apply tax within Vayu and send finalized invoice values to Xero.
- Synced tax consistency: Maintain alignment between systems by matching tax rates, codes, and product mappings.