The integration between Infraspeak and Xero is a Plug-n-Play integration, which means all the integration activation and setup can be directly in Infraspeak!

Below, please find step-by-step on how to activate and configure this integration on your Infraspeak entity.


Step-by-step


1. Connecting Infraspeak and Xero


1.1 Go to the Integrations store in Infraspeak HUB and search the Xero integration.


1.2 Select the integration and click “Connect”.



This will bring up a message indicating alerting that a new cost will be added in the next billing cycle. If you were not aware of this cost, please contact your Account Manager before connecting the integration.



1.3 Next, you will be directed to Xero's login page, where you will need to log in with your credentials.


Also, a 6-digit code will be required to confirm your account. This is a mandatory step to allow the connection between both platforms.



Note: this step might be bypassed if you already have successfully logged in Xero in the same browser, when you connect the integration.

After authentication, you will need to give Infraspeak permissions to access organization data, and you will be redirected back to Infraspeak.



After granting the required permissions, you will be redirected to the Xero integration setup page, in Infraspeak.


 

In this page, you will be able to activate and configure the three workflows available in this integration: Purchases, Sales and Cost transfer. Let’s deep dive into the configurations available for each workflow:


2. Setting up the Purchase Order Workflow


2.1 Activate the Purchase order integration in Xero


You can choose if this workflow will be active or not. If active, as shown in the image below, the associated setup options will be available.



2.2 Select the trigger which will send the purchases to Xero.


In this configuration, you can choose the best Purchase status in Infraspeak, to trigger the Bill creation in Xero. 

Two “final” statuses are available:

  • When the Purchase is closed:
  • When the Purchase is confirmed.



2.3 Set the default Bill status in Xero.


When the purchase is created as a bill in Xero, you can define what will be the bill status.

The following options are available:

  • Draft;
  • Submitted;
  • Authorized.



2.4 Map the Purchase line items from Infraspeak with Xero accounts:


When the purchase order is created as a Bill in Xero, an account should be attributed in Xero for each type of line item.

  • There are two types of lines that can be mapped: Materials and Services.
  • The list of accounts available for this mapping are dynamic, considering your available accounts in Xero.



3. Setting up the Sales Order Workflow


3.1 Activate the Sales order integration in Xero


You can choose if this workflow will be active or not;

If active, as shown in the image below, the associated setup options will be available.



3.2 Select the trigger which will send the Sales orders to Xero.


In this configuration, you can choose the best Sales status in Infraspeak, to trigger the invoice creation in Xero. 

Two “final” statuses are available:

  • When the Sales order is closed:
  • When the Sales order is confirmed.



If the trigger selected on the previous configuration is “Closed”, you can also activate an additional option, which will allow the Sales Order to be automatically confirmed in Infraspeak, when the corresponding Invoice is paid in Xero.



3.3 Set the default invoice status in Xero:


When the sales order is created as an invoice in Xero, you can define what will be the invoice status;

The following options are available:

  • Draft;
  • Submitted;
  • Authorized.



3.4 Map the Sales order line items from Infraspeak with Xero accounts.


When the sales order is created as an invoice in Xero, an account should be attributed in Xero for each type of line item.

There are three types of lines that can be mapped: Materials, Services and Other Costs;

  • For distinct types of Other costs, you can map distinct accounts, or define a general Account of all types of Other Costs.

The list of accounts available for this mapping are dynamic, considering your available accounts in Xero.



After the full configuration of the workflows described before, the Xero integration set up is now complete!