How to connect Xero

Connect your Xero organisation so your books keep themselves up to date. It's on the Agency plan, and only owners and admins can set it up. It works the same way as QuickBooks; an organization connects one or the other.

1. Connect

1. Go to Organization › Integrations, open Accounting and click Connect Xero.
2. Sign in to Xero, pick your organisation and click Allow access. You come back to GigTools with Connected at the top of the card.

GigTools picks a revenue account and an expense account (by their codes) and the first bank account. To change them, open the card and click Edit, then Save.

2. What goes over

• Invoices: when you send an invoice, it goes to Xero as an approved sales invoice, with the client as the contact (matched by name, or added). Changes before anything's paid update it there; voiding it here voids it there. Choose whether Xero uses your GigTools invoice numbers or its own.
• Acts' pay: when a gig is completed, each act's pay becomes a bill to that act as a contact (using the legal name and address from their W-9). If you deduct commission, the bill is the fee less your commission. Their tax ID is never sent.
• Payments you record in GigTools: marking an invoice paid records the payment against the Xero invoice, into the bank account you pick. An act payout you record pays that act's bill from the same bank account. Un-marking or removing one here removes it there.

Untick either box to stop sending that kind. Things go over within 10 minutes, or click Sync now. Amounts are sent without tax.

3. What comes back

• A payment recorded in Xero, whole or part, shows on the gig's money. A part payment on an invoice for one scheduled payment splits it: what's paid is recorded, and the rest stays due.
• An invoice paid off in Xero is marked paid in GigTools.
• A bill paid in Xero is recorded as the act's payout, so commission, statements, 1099s and the trust account stay right.

4. Send what's already here

Under Send what's already here, pick a date and click Send to Xero: sent invoices from then on and act pay for gigs completed since then. Nothing is sent twice.

If something can't be sent

It's listed under Couldn't send with Xero's reason (for example, an account that's been archived). Fix it, then click Try them all again. GigTools also keeps trying for a few hours by itself.

Disconnect or switch

Click Disconnect Xero. Nothing in Xero is removed, and reconnecting the same organisation picks up where it left off. To move to QuickBooks, disconnect Xero first, then connect QuickBooks.