Sync Atera with Xero to export invoices that your accounting software recognizes. Our sync wizard gets taxes, products, and customers aligned between Atera and Xero, ensuring a seamless and smooth billing experience. Additionally, you can continue to manage any future sync-ups via Atera's Accounting management page.

Synchronization and workflow changes

Taxes, products, and customers will be synchronized between Atera and Xero — and will be handled differently upon completion of the wizard. These are the changes, detailed by category:

Taxes

• Will only be created and edited in Xero (so as to avoid duplicate/conflicting taxation on invoices).
• Your Atera invoices will be exported without taxes (for the above-mentioned reason).
• Taxes will automatically be added to your invoices in Xero (if Xero auto-tax is enabled).

Products (and Rates/Services)

• We will replace Atera products and rates with those in Xero (so as to avoid duplicate/conflicting items). 
• Going forward, products and rates (services) will only be created and edited in Xero.

Customers

• Atera customers will have a matching customer in Xero.
• You’ll be able to import your Xero customers, who aren’t matched in Atera so that invoices exported to Xero will be recognized.

The diagram below illustrates the direction of data flow between Atera and Xero.

To sync Atera with Xero:

1. Go to Admin > Business administration > Accounting.

The Accounting page appears.

2. Click Connect, under the Xero logo.

The Xero login page appears.

3. Log in with your Xero credentials.

A confirmation screen appears.

4. Click Allow access.

The sync wizard Welcome page appears.

5. After reading through the wizard welcome page, click Next.

The Match products step appears.

6. Match products: In this step, Atera will automatically find 'exact match' product (and rate/service) matches between Atera and Xero. You will need to manually match the unmatched Atera items by selecting them from the Xero Product/Service dropdown menu. If an appropriate match doesn't exist, click theicon to create it in Xero. When done, click Next.

Note:

• Products and expenses must have a name in Xero to be shown in Atera when retrieved.
• Upon completion of the wizard, unmatched Atera products and rates will no longer appear in Atera. If this is alright, click Continue, on the confirmation message.
• Products and rates will appear in Xero with the same Atera pricing.

The Match customers step appears.

7. Match customers: In this step, Atera and Xero customers are matched up. Atera will automatically find 'exact match' customers between Atera and Xero. You will need to manually match the unmatched customers by selecting them from the dropdown menus. If an appropriate match doesn't exist, click theicon, to create the customer in Xero. When done, click Next.

Note: The invoices of unmatched customers cannot be exported to Xero. However, you can continue matching customers later, on the Accounting page. If you are OK with having unmatched customers at this time, click Continue, on the confirmation message.

The Import customers step appears.

8. Import customers: This final step enables you to import any Xero customers, who aren't matched or don't yet exist in Atera. After making your selection(s), click Next.

The Summary appears.

9. The Summary: After reviewing, click Done.

Note: Clicking Done saves all selections and changes made in the previous steps. Failure to click done will result in your selections not being saved.

A confirmation screen appears confirming a successful Atera and Xero sync.

Note:

• Products and rates - When accessing a contract as well as the 'Time Entries' and 'Products and Expenses' within tickets (in Atera), you will be able to see and choose from your list of Xero products and rates (services).
• Taxes - Anything having to do with taxes within Atera will be grayed out, as long as you are integrated with Xero.  Should you choose to disconnect the integration, the tax features will again be useable.

Manage your Xero Integration

You can manage your integration and sync-ups at any time on the Accounting management page (after having completed the wizard).

To manage your integration:

1. Go to Admin > Business administration > Accounting.

The Accounting page appears.

Note: This page only appears if, at some point, you had completed the sync wizard. Otherwise, you will be prompted to do so.

You can manage all aspects of the Atera and Xero sync, exactly as found in the wizard. This includes management of taxes, products (and rates/services), customer matching, and importing.

Export Invoices to Xero

You can export Atera invoices to Xero.

To export invoices: 

1. From Billing on the side panel, click on (or create) the Invoice Batch you wish to export.

2. Click Export Invoices.

Note:

• When exporting invoices to Xero, you will be prompted to match any unmatched Atera and Xero customers, to ensure invoice recognition. You can also check 'Create' to have the new customer created in Xero if the appropriate customer doesn't already exist.
• When exporting invoices with products/rates that don't exist in Xero, the products/rates will automatically be created in Xero, and will appear with the same pricing as in Atera.

When viewing an exported invoice, on Atera's Billing page, you can link directly to the invoice in Xero.

Disconnect from Xero

If you wish to discontinue your integration with Xero, you can do so at any time. 

To disconnect:

1. Go to Admin > Business administration > Accounting.

The Accounting page appears.

2. Scroll to the bottom of the page and click Disconnect from Xero.

After confirming, Atera will disconnect from Xero.