Zoho Inventory

Note: This integration is available only in the US, UK, Australia and South Africa edition of Zoho Inventory and for the organizations with their business location set as New Zealand.

Zoho Inventory - Xero Integration

Integrate Zoho Inventory with Xero to unify your inventory management and accounting. In the following sections, you’ll learn how to set up the integration and how to use it efficiently along with other tips and tricks.

How To Video

How It Works

Importing transactions from Xero Exporting transactions from Xero

Prerequisites

Prerequisite:

  • To keep track of your stock, create a Fixed Asset account in Xero with its type set as Current Asset.
  • Have an active account with Xero.
  • Ensure that the base currency is the same in both Xero and Zoho Inventory.

Authorize Access to Xero

To set up the integration you’ll have to authorize access to Xero. To do this:

  1. Log in to your Zoho Inventory organization.
  2. Go to Settings > Integrations and select Accounting.
  3. Click Connect to Xero.
Connect with Xero
  1. In the page that opens, log in to your Xero account. Select the organization in Xero that you want to integrate with and click Allow access to agree to transfer data between the apps.
Allow access

After completing the initial setup, you can configure the integration and choose the accounts that you want to sync between the apps.

Configure the Integration

Once you authorize access to Xero, you can configure the integration. Configuring the integration is split into four sections:

Import From Xero

Export To Xero

Asset Account

Tax Mapping

Import From Xero

This section lets you select what you want to import from Xero into Zoho Inventory.

Import from Xero

Export To Xero

This section lets you select what you want to export to Xero from Zoho Inventory. The first part in this section lets you configure the sales transactions you want to export and in the next section, you can configure your export preferences for purchase transactions.

Sales

Note: When an invoice is written off in Zoho Inventory, a credit note is automatically created and associated with the corresponding invoice in Xero.

Export to Xero

Purchases

Export purchase transactions to Xero

Asset Account

The Asset Account lets you track your company’s assets by keeping a record of the value of items in a sales or purchase transaction. This data will be pushed to an account in Xero once a day. To set an account as the asset account:

Asset account

Tax Mapping

To map taxes in Zoho Inventory with taxes in Xero:

Map taxes

Note: : Ensure that the taxes chosen have the same tax rates.

Once the taxes are mapped, whenever transactions with taxes are exported from Zoho Inventory, the corresponding tax in Xero will be automatically applied.

Sync Between Zoho Inventory and Xero

Here’s how the actions you do in Zoho Inventory will be recorded in Xero:

Action in Zoho InventoryWhat Happens in XeroSync TypeSync Restrictions
Create a contact (customer or vendor)Creates a new contactTwo-way syncA contact will be exported only if it’s associated with a transaction after integrating.
Create an invoiceCreates a new invoiceOne-way syncInvoices in the draft status won’t be exported.
Update an invoiceUpdates the corresponding invoiceOne-way syncThe invoice won’t be updated if it has associated payments or credit; it has been voided or written off.
Delete or void an invoiceThe invoice will be voided.One-way syncInvoices that have been written off, or associated with a credit note cannot be voided.
Write off an invoiceA credit note will be created and the credits will be associated with the invoice.One-way syncNo restrictions
Record a payment for an invoiceCreates a payment and associates it with the invoice.One-way syncNo restrictions
Record a bank chargeA spend bank transaction will be created and associated with the specified bank.One-way syncNo restrictions
Update the payment for an invoiceUpdates the payment recorded for the corresponding invoiceOne-way syncNo restrictions
Delete the payment associated with an invoiceDeletes payment for the corresponding invoiceOne-way syncNo restrictions
Create a billCreates a new billOne-way syncBills in the draft status won’t be exported
Update a billUpdates the corresponding billOne-way syncThe bill won’t be updated if it has payments or debit notes associated with it.
Void or delete a billVoids the corresponding billOne-way syncThe bill won’t be voided if it is associated with a debit note
Record a payment for a billCreates a payment and associates it with the billOne-way syncNo restrictions
Update the payment associated with a billUpdates the payment associated with the paymentOne-way syncNo restrictions
Delete the payment associated with a billDeletes the payment associated from corresponding billOne-way syncNo restrictions
Create a credit noteCreates a new credit noteOne-way syncCredit notes in the draft status won’t be exported
Update a credit noteUpdates the corresponding credit noteOne-way syncNo restrictions
Allocate credits from a credit note to an invoiceAllocates the credits from the corresponding credit note to the specified invoice.One-way syncNo restrictions
Delete a credit noteDeletes the corresponding credit noteOne-way syncIf you’ve associated the credit note with an invoice, you must remove it.
Create a vendor creditCreates a new debit noteOne-way syncDebit notes in the draft status won’t be exported
Update a vendor creditUpdates the corresponding debit noteOne-way syncNo restrictions
Allocate credits from a vendor credit to a billAllocates the debits from the corresponding debit note to the specified bill.One-way syncNo restrictions
Delete a vendor creditThe debit note will be deletedOne-way syncYou need to de allocate any credits used from the debit note from Xero’s UI
Create a refund for a credit noteCreates a refund for that corresponding credit noteOne-way syncNo restrictions
Update a credit note refundUpdates the corresponding credit note refundOne-way syncNo restrictions
Delete a credit note refundDeletes the corresponding credit note refundOne-way syncNo restrictions
Create a refund for a vendor creditCreates a refund for that corresponding vendor creditOne-way syncNo restrictions
Update a vendor credit refundUpdates the corresponding vendor credit refundOne-way syncNo restrictions
Delete a vendor credit refundDeletes the corresponding vendor credit refundOne-way syncNo restrictions

Sync Details of Contacts

The table below will show you how your contacts from Zoho Inventory will be stored in Xero.

Zoho InventoryXero
Display NameContact name
First nameFirst name
Last NameLast name
EmailEmail
Phone - WorkPhone Number
Phone - MobileMobile number
Billing addressBilling Address
Shipping addressDelivery Address
CurrencyCurrency
Contact personsAdditional People

Sync Details of Invoices

The table below will show you how your invoices from Zoho Inventory will be saved in Xero when it syncs.

Zoho InventoryXero
Invoice#Invoice#
Invoice DateDate
Due DateDue Date
Currency codeCurrency code
Exchange rateExchange rate
Item name and descriptionThe item name and description will be recorded in the description field
Item RateUnit price
Item QuantityQty
DiscountThe item name along with the discount amount will be added as a separate line item
TaxTax rate
Tax typeAmounts are
Shipping chargesThe item name along with the shipping charge will be added as a separate line item
AdjustmentsThe item name along with the adjustment amount will be added as a separate line item
Round offThe item name along with the round off amount will be added as a separate line item

Sync Details of Bills

The table below will show you how your bills from Zoho Inventory will be saved in Xero when it syncs.

Zoho InventoryXero
Bill#Reference
Bill DateDate
Due DateDue date
Currency CodeCurrency code
Exchange rateExchange rate
Item name and descriptionThe item name and description will be recorded in the description field
Item rateUnit price
Item quantityQty
DiscountThe item name along with the discount amount will be added as a separate line item
TaxTax rate
AdjustmentsThe item name along with the adjustment amount will be added as a separate line item

Sync details of Items

Items in Zoho Inventory will not be synced with Xero automatically. However, you can export the items from Xero and import them into Zoho Inventory if you want to view them.

Disable or Enable the Integration

When you disable the integration, the integration will be put on hold and no data will exported or imported from Xero. You can enable it again whenever you want without having to configure the integration from scratch. To disable the integration:

  1. Log in to your Zoho Inventory organization.
  2. Go to Settings > Integrations and select Accounting.
  3. Click Show Details in the Xero tile.
  4. In the integration details page, click the dropdown next to Configure in the top right corner and select Disable Integration.
Disable the integration
  1. In the popup that opens, click Disable Integration again.
  2. To enable the integration, go to the integrations details page by following steps 2 to 4 and select Enable Integration from the top right corner.
Enable the integration

Delete the Integration

To delete the integration:

  1. Log in to your Zoho Inventory organization.
  2. Go to Settings > Integrations and select Accounting.
  3. Click Show Details in the Xero tile.
  4. In the integration details page, click the dropdown next to Configure in the top right corner and select Delete Integration.
Delete the integration
  1. In the popup that opens, click Delete Integration to remove the integration.

After you delete the integration, Zoho Inventory and Xero will not be in sync. However, any existing data will continue to remain in both Zoho Inventory and Xero.

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