Xero
Discover how to connect your Supply’d platform with Xero, gaining real-time visibility into your finances while reducing the hassle of manual data entry and reconciliation.
Integrating Xero with Supply’d makes managing your finances and operations easier by automatically syncing data between the two platforms. Invoices, purchase orders, payments, and other financial details flow seamlessly from Supply’d to Xero, helping you save time, reduce errors, and keep your accounts up to date. This integration ensures your inventory and financial records always stay in sync.
Functionality includes:
Automatically create Xero invoices when a new Supply'd order is shipped.
Automatically create new customers in Xero if the customer doesn't exist.
Automatically sync invoice payments with Xero for Supply'd credit card payments.
Automatically sync reconciled payments from Xero to Supply'd.
Automatically sync inventory values from Xero to Supply'd.
Automatically handle cost of goods within Xero.
Automatically create Xero purchase orders from Supply'd.
Automatically create new suppliers in Xero if the supplier doesn't exist.
This document will guide you through:
Data Flow
Supply'd primarily serves as the master data source for syncing with Xero. However, for invoice and bill payments, Xero updates Supply'd with the payment status.
Connecting to Xero
Sync Supply'd Orders
Toggle on to sync invoices from Supply'd to Xero.
Sync Historical Supply'd Orders
Whether or not to sync historical Supply'd orders already created. If yes, all orders in Supply'd will be synced, if no only new orders will be synced. This only applies to new orders since the last sync if it was previously active. Select Yes or No from the drop-down menu.
Supply'd Invoice Number Prefix
An optional prefix for Supply'd Invoice numbers sent to Xero. This is useful to prevent duplicate invoice numbers in Xero.
Supply'd Sales Account
Which sales account to sync sales made from Supply'd to in Xero. Select from the drop-down. This should be a Revenue account.
Supply'd Shipping Account
What shipping account to sync shipping fees to in Xero. Select from the drop-down. This should be a Revenue account.
Supply'd Credit Card Fees Account
What account to sync credit card fees received from Supply'd to in Xero. Select from the drop-down. This should be a Revenue account.
Supply'd Rounding Account
What rounding account to sync any required rounding to in Xero. Select from the drop-down. This should be a Current Liability account.
Supply'd Clearing Account
What account to sync payments made against these orders to in Supply'd. This is recommended to be a Supply'd clearing account for payments from invoices. Select from the drop-down. This should be a Current Liability account with Enable payments to this account checked.
Sync Supply'd Orders
When to sync Supply'd orders to Xero.
After Order Shipped: Will sync the orders to Xero only after they have shipped.
After Order Placed: Will sync the orders to Xero only after they have been placed in the system.
Sync [Channel] - [Integration Name] Orders?
Toggle on to sync imported orders from an integrated channel.
The example below shows the settings for "Square" as the channel, with the integration named “Square.” For other integrations, the channel and name will vary depending on the channel and what you have called the integration.
Sync Historical [Channel] Orders
Whether or not to sync historical [Channel] orders already created. Select Yes or No from the drop-down menu.
Yes: All orders from [Channel] will be synced.
No: Only new orders will be synced.
This only applies to new orders since the last sync if a sync was previously active.
[Channel] Invoice Number Prefix
An optional prefix for imported [Channel] invoice numbers sent to Xero. For imported orders it is recommended to leave this blank as the prefix applied on the integration itself will already be added.
Sync Type
How you would like invoices for this sales channel synced to Xero.
By Order: A separate invoice will be made for each order.
Daily Summary: A consolidated invoice will be made once each day. Ideal for retail and cafés handling hundreds or thousands of orders daily.
[Channel] Sales Account
What sales account to sync custom sales made from Supply'd to in Xero. This should be a "Revenue" account. Select from the drop-down menu.
[Channel] Gift Card Account
What liability account to sync gift card sales and redemptions from the channel to in Xero. This should be a "Current Liability" account.
[Channel] Shipping Account
What shipping account to sync shipping fees from the channel to in Xero. This should be a "Revenue" account.
[Channel] Rounding Account
What rounding account to sync any required rounding from the channel to in Xero. This should be a "Current Liability" account.
[Channel] Clearing Account
What account to sync payments made against these orders to in [Channel]. This is recommended to be a specific clearing account for payments from [Channel]. This should be a "Current Liability" account with "Enable payments to this account" checked.
Sync [Channel] Orders
When to sync [Channel] orders to Xero.
After Order Shipped: Will sync the orders to Xero only after they have shipped
After Order Placed: Will sync the orders to Xero only after they have been placed in the system.
Default Contact Name
A contact name to use if nothing better can be gleaned from the order. Defaults to your Xero integration name up the top.
Sync Purchase Orders?
Whether or not to sync purchase orders from Supply'd to Xero.
Supply'd Purchase Order Prefix
An optional prefix for Supply'd Invoice numbers sent to Xero.
Bill Account
Which expense account to sync purchases made from Supply'd to in Xero. If accruing costs at the time of receipt this should be a Direct Costs account. If with inventory sync this should be a Current Asset account matching your Inventory Account.
Shipping Expense Account
Which shipping account to sync shipping fees to in Xero. This should be an Expense account.
Credit Card Fees Expense Account
Which account to sync credit card fees paid from Supply'd to in Xero. This should be an Expense account.
Rounding Account
What rounding account to sync any required rounding to in Xero. This should be a Current Liability account.
Sync Inventory?
Whether or not to sync inventory totals from Supply'd to Xero.
Sync Historical Cost of Goods
Whether or not to sync historical cost of goods for orders already shipped. Select Yes or No from the drop-down.
Yes: All orders costs in Supply'd will be synced.
No: Only new orders will be synced.
This only applies to new orders since the last sync if a sync was previously active.
Sync COGS
How you would like COGS (Cost of Goods) synced to Xero.
By Invoice: A journal entry will be made for each invoice with the costs of goods transfer.
Daily Summary: A journal entry will be made once each day with the total cost of goods transfer.
Inventory Account
What account would you like to use for inventory. This should be a Current Asset account.
Inventory Adjustments Account
An inventory adjustments account to handle inventory variations outside of received orders or sales. This should be a Current Liability account.
Cost of Goods Account
What account to apply cost of goods sold to in Xero. Cost of goods will be applied to the P&L after as order has been shipped. Disable inventory syncing to apply at the time of goods receipts. This should be a Direct Costs account.
Tracking Categories
Map data in Supply'd to Tracking Categories in Xero.
Pick Location
Which of your tracking categories in Xero should Supply'd sync the Pick Location on sales orders to.
Reconciling Supply'd Sales Invoices in Xero
When reconciling Supply’d sales invoices in Xero, the process depends on the type of payment:
Invoice Payments & Cash on Delivery (COD): These payments are made directly to you (eg. bank transfer or cash). In Xero, you’ll manually match the payment to the corresponding invoice to mark it as paid.
Credit Card (CC) & Online Payments via Supply’d: How payments and fees are handled in Xero:
Payments collected via Supply’d are automatically recorded in a clearing account in Xero.
Each week, Supply’d sends you a payout (with fees already deducted). You’ll reconcile this payout against the clearing account.
To fully balance the clearing account, you’ll need to manually create a bill for Supply’d’s fees in Xero and reconcile the payment against the clearing account.
By following this process, you ensure all Supply’d sales invoices are accurately tracked and reconciled in Xero.
For information on a specific integration, please refer to the relevant documentation in the Integrations section.
Editing the Xero Integration
If you like to edit the Xero integration:
Click on your company name in the top right corner and select Settings from the menu.
Scroll down and select Integrations.
Select Xero from the Integrations list. The Xero Settings page will open.
Update any details required following the guidelines above for Connecting to Xero.
Click 
to update the settings.
Disconnecting from Xero
If you like to disconnect from Xero:
Click on your company name in the top right corner and select Settings from the menu.
Scroll down and select Integrations.
Select Xero from the Integrations list.
Click on the 3 dots in the top right corner and select Remove Integration.
You will be asked to confirm.
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