Zoho Inventory

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Zoho Inventory - Xero Integration

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

Note: This feature is still in early access. If you want to try it out, reach out to us at support@zohoinventory.com

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 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 Inventory What Happens in Xero Sync Type Sync Restrictions
Create a contact (customer or vendor) Creates a new contact Two-way sync A contact will be exported only if it’s associated with a transaction after integrating.
Create an invoice Creates a new invoice One-way sync Invoices in the draft status won’t be exported.
Update an invoice Updates the corresponding invoice One-way sync The invoice won’t be updated if it has associated payments or credit; it has been voided or written off.
Delete or void an invoice The invoice will be voided. One-way sync Invoices that have been written off, or associated with a credit note cannot be voided.
Write off an invoice A credit note will be created and the credits will be associated with the invoice. One-way sync No restrictions
Record a payment for an invoice Creates a payment and associates it with the invoice. One-way sync No restrictions
Record a bank charge A spend bank transaction will be created and associated with the specified bank. One-way sync No restrictions
Update the payment for an invoice Updates the payment recorded for the corresponding invoice One-way sync No restrictions
Delete the payment associated with an invoice Deletes payment for the corresponding invoice One-way sync No restrictions
Create a bill Creates a new bill One-way sync Bills in the draft status won’t be exported
Update a bill Updates the corresponding bill One-way sync The bill won’t be updated if it has payments or debit notes associated with it.
Void or delete a bill Voids the corresponding bill One-way sync The bill won’t be voided if it is associated with a debit note
Record a payment for a bill Creates a payment and associates it with the bill One-way sync No restrictions
Update the payment associated with a bill Updates the payment associated with the payment One-way sync No restrictions
Delete the payment associated with a bill Deletes the payment associated from corresponding bill One-way sync No restrictions
Create a credit note Creates a new credit note One-way sync Credit notes in the draft status won’t be exported
Update a credit note Updates the corresponding credit note One-way sync No restrictions
Allocate credits from a credit note to an invoice Allocates the credits from the corresponding credit note to the specified invoice. One-way sync No restrictions
Delete a credit note Deletes the corresponding credit note One-way sync If you’ve associated the credit note with an invoice, you must remove it.
Create a vendor credit Creates a new debit note One-way sync Debit notes in the draft status won’t be exported
Update a vendor credit Updates the corresponding debit note One-way sync No restrictions
Allocate credits from a vendor credit to a bill Allocates the debits from the corresponding debit note to the specified bill. One-way sync No restrictions
Delete a vendor credit The debit note will be deleted One-way sync You need to de allocate any credits used from the debit note from Xero’s UI
Create a refund for a credit note Creates a refund for that corresponding credit note One-way sync No restrictions
Update a credit note refund Updates the corresponding credit note refund One-way sync No restrictions
Delete a credit note refund Deletes the corresponding credit note refund One-way sync No restrictions
Create a refund for a vendor credit Creates a refund for that corresponding vendor credit One-way sync No restrictions
Update a vendor credit refund Updates the corresponding vendor credit refund One-way sync No restrictions
Delete a vendor credit refund Deletes the corresponding vendor credit refund One-way sync No restrictions

Sync Details of Contacts

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

Zoho Inventory Xero
Display Name Contact name
First name First name
Last Name Last name
Email Email
Phone - Work Phone Number
Phone - Mobile Mobile number
Billing address Billing Address
Shipping address Delivery Address
Currency Currency
Contact persons Additional 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 Inventory Xero
Invoice# Invoice#
Invoice Date Date
Due Date Due Date
Currency code Currency code
Exchange rate Exchange rate
Item name and description The item name and description will be recorded in the description field
Item Rate Unit price
Item Quantity Qty
Discount The item name along with the discount amount will be added as a separate line item
Tax Tax rate
Tax type Amounts are
Shipping charges The item name along with the shipping charge will be added as a separate line item
Adjustments The item name along with the adjustment amount will be added as a separate line item
Round off The 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 Inventory Xero
Bill# Reference
Bill Date Date
Due Date Due date
Currency Code Currency code
Exchange rate Exchange rate
Item name and description The item name and description will be recorded in the description field
Item rate Unit price
Item quantity Qty
Discount The item name along with the discount amount will be added as a separate line item
Tax Tax rate
Adjustments The 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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