Integrating with Xero
There is a 1:1 connection between each Re-Leased company and the corresponding Xero company. Once a Re-Leased company has been connected to a Xero company, it cannot be re-connected to any other Xero company.
Prior to connecting
To set up your Xero account, you will need:
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Tax types
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Chart of accounts, with income and expense codes relating to property transactions
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Tracking, one tracking category called Property, each of your properties should be listed as an option
- Invoice settings, once connected, your invoices will use the branding you've got set up in Xero
Previously using Xero to invoice for rent?
The tenancies in your Re-Leased account will raise rent income invoices automatically, using the settings in the Rent template section of the tenancy file. Any repeating invoices for rent in Xero should, therefore, be cancelled to coincide with the first invoices raised by Re-Leased. It is recommended that all income be raised within Re-Leased so that it can be connected to the tenancy.
Connecting
1. On the Settings page, select the company to sync with Xero from the drop-down box in the top left. Scroll down and select Manage Add-ons and Integrations.
Your Xero status box will show that you are not connected.
2. Click on Connect
3. Once on the Xero integration page, there are explanations on what will be synced between Re-Leased and Xero. Click on Connect to Xero
4. You'll then be redirected to Xero. Enter your Xero login details to access your account
5. Select the company you want to sync with Re-Leased. Then click Allow access
You will now be redirected to Re-Leased to prepare for your first sync.
If the Re-Leased company has existing data present, then you will need to reconcile the Tax Types, Chart of Accounts, Tracking Options and Contacts. However, if Xero is being connected to a blank Re-Leased company, there will be no matching of entities needed.
6. Select your Sync from Date (this can't be prior to 2018)
Only invoices, credit notes or payments that are dated on or after the date entered will be synced with Xero. If you edit an invoice that is dated prior to the sync date after connection it will not sync with Xero.
You have the option to exclude transactions syncing between Xero and Re-Leased.
7. Tax Type Reconciliation
If you have Tax Types in Re-Leased that are not in Xero, you will need to reconcile them.
You will have two options:
- Archive the Rate: If you select to archive the rate it will not be available for use in the future. Your existing invoices will continue to show the rate but it cannot be selected for new invoices
- Match it with a new Xero Rate: You can replace the Re-Leased rate with a new rate from Xero. Use the drop-down to see the available list of rates that you can select.
Note: A Xero Rate can only be used once
The status display on the right of the window will show if the tax rates have been matched or archived. Once all tax rates has been reconciled, select ‘Continue’ and the onboarding will continue.
8. Account Reconciliation
If you have Accounts in Re-Leased that are not in Xero, you will be asked to reconcile them.
You will have two options:
- Archive the Account: If you select to archive the account it will not be available for use in the future. Your existing invoices will continue to show the account but it cannot be selected for new invoices
- Replace it with a new Xero Account: You can replace the Re-Leased account with a new account from Xero. Use the drop-down to see the available list of accounts that you can select.
Note: A Xero Account can only be used once.
The status display on the right of the window will show if the accounts have been matched or archived. Once all chart of accounts has been reconciled, select ‘Continue’ and the onboarding will continue.
9. Tracking Reconciliation
If you have Tracking options in Re-Leased that are not in Xero, you will be asked to reconcile them.
You will have two options:
- Archive the tracking option: If you select to archive the tracking option will not be available for use in the future
- Replace it with a new Xero tracking option: You can replace the Re-Leased tracking option with a new tracking option from Xero. Use the drop-down to see the available list of options that you can select.
Note: A Xero tracking option can only be used once.
The status display on the right of the window will show if the tracking options have been matched or archived. Once all tracking options have been reconciled, select ‘Continue’ and the onboarding will continue.
10. Contacts Reconciliation
If you have Contacts in Re-Leased that are not in Xero, you will need to reconcile them.
You will have three options:
- Create the contact in Xero. If the ‘Create New Contact’ option is selected, the contact will be created in Xero.
- Match the contact to an existing contact in Xero. If this option is chosen, any invoices using the Re-Leased contact will sync across and now be present in Xero and Re-Leased under the matched contact
- Archive the contact in Re-Leased. If the contact is archived, then it will not be available for use in the future
Note: Xero contacts can only be used once.
The status display on the right of the window will show if the contacts have been matched or created. Once all contacts have been reconciled, select ‘Continue’ and the onboarding will continue.
The initial onboarding and reconciliation is now completed. Once ‘Confirm’ is selected, a new page will open, and the first sync will automatically start.
You are now connected and your sync has started. This is may take some time depending on how much data has to be copied between Re-Leased and Xero but you can continue to work while this continues in the background.
Once the integration is complete the spinning circle in the header will be replaced with a blue flag.
Tracking
1. Connect Tracking to the Company in Re-Leased
Return to the Settings Menu, and select Manage Companies. Within the invoicing section of each company connected to Xero, there is an option to select the property tracking category. This is a crucial part of the integration.
2. Connect Tracking to each Property in Re-Leased
In each property, select Property Details on the left menu, and connect the property to its property tracking category.
Repeat the same process for each company that you would like to integrate with Xero.