Xero Integration with Sparkforge: One-Way Invoice Sync

The Xero integration syncs invoices one-way from Sparkforge to Xero. Contacts import from Xero into Sparkforge first, so invoices map to the right Xero contact when posted. If no match exists, Sparkforge creates the contact in Xero during invoice sync.

What Syncs

• Contacts: Imported from Xero into Sparkforge for mapping. New Xero contacts are created automatically when an invoice has no matching contact.
• Invoices: Any invoice created in Sparkforge posts to Xero with line items and discounts. Products and items are not created in Xero — line items stay on the invoice.
• Taxes: Mapped tax rates apply if they exist in Xero. New tax rates are created on the fly if needed.
• Currencies: Invoice currency passes to Xero. New currencies are added to the org if missing. Your Xero plan must support multi-currency.
• Status: Invoice status changes (Sent, Partially Paid, Void) sync into Xero.

What Does Not Sync

Receipt and expense entries are not part of this integration. Products and items in your catalog stay in Sparkforge — they are not created in Xero.

How to Set Up Xero Integration

1. In the left navigation, go to Settings → Integrations → Xero.
2. Click the Xero tile and select Connect. A secure Xero authorization window opens.
3. Sign in to Xero, pick the organization to connect, and click Allow access.
4. Back in Sparkforge, confirm the connected organization name appears in Integrations → Xero.
5. Choose a default account for posting invoices in the Xero settings pane.

How to View Chart of Accounts

If your Chart of Accounts is empty after connecting, enable payments on the account inside Xero:

1. From your Xero dashboard, open Settings for your organization.
2. Scroll to Looking for advanced settings?
3. Under Advanced Accounting, click Chart of accounts.
4. Edit the relevant account (for example, Prepayments).
5. Tick Enable payments to this account and save.
6. Return to Sparkforge and select the enabled account under Connected Account.

How It Works

1. Contact Import (Xero to Sparkforge)

On connection, Sparkforge imports active Xero contacts so future invoices map correctly. If a sync runs without a matching contact, Sparkforge creates it in Xero on the fly.

2. Invoice Sync (Sparkforge to Xero)

When you create an invoice in Sparkforge and choose Sync to Xero, Sparkforge posts:

• The matched or newly created contact
• Line items with names, quantities, amounts, and discounts
• Existing or newly created tax rates
• The invoice currency, added to the Xero org if missing

3. Out of Scope

Receipt and expense syncing are not included. Products and items remain inside Sparkforge — they are not created in your Xero catalog.

Best Practices

If you use accounting-specific tracking categories or bespoke revenue accounts, set the default account mapping in Sparkforge carefully. Avoid mapping bank accounts to line items, which causes Xero validation errors.