The Xero API sends an update to Re-Leased once per day, generally overnight. Re-Leased sends updates to Xero in real-time. The Re-Leased user can push a sync from the Re-Leased settings menu to pull through changes from Xero without waiting for the daily sync.
Here is what you need to know about how the integration works:
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Point of Integration |
How it works |
Where it could go wrong |
Steps to correct |
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Tax Types |
Xero controls the available tax types. |
If data entry is completed in Re-Leased prior to connection to Xero we will load ‘placeholder’ tax types to allow the data to be entered. On the initial connection to Xero, if the tax type placeholders are archived, invoices will be rejected on sync and revert to draft status in Re-Leased. It’s important to match these to the appropriate Tax Type from Xero when establishing the first connection. |
Edit the draft invoices and select the appropriate tax type. Edit the tenant rent template so it picks up correct tax type going forward. |
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Chart of Accounts |
Xero controls the available Chart of Accounts. |
If data entry is completed in Re-Leased prior to connection to Xero we will load ‘placeholder’ COA’s to allow the data to be entered. On the initial connection to Xero, if the COA placeholders are archived, invoices will be rejected on sync and revert to draft status in Re-Leased. It’s important to match these to the appropriate COA from Xero when establishing the first connection. |
Edit the draft invoices and select appropriate COA. Edit the tenant rent template so it picks up correct COA going forwards. |
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If invoices are loaded in Xero, and the tax type changed (ie: not the same as the COA set up), the sync will reject those invoices and the client will receive an error message. |
Edit the invoice to use a COA and Tax Type that go together. Additional COA options may be required if tax types vary. |
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Tracking |
Re-Leased utilises one tracking category from Xero for Properties. When setting up Tracking in Xero, the Tracking Category name should be Property, and the options below should match to the property list in Re-Leased. There is a 1:1 ratio of tracking category options to properties. Clients may utilise a second tracking category in Xero, and use it on transactions in Re-Leased, however, only the Property tracking has a special function. Invoice transactions, with property tracking selected, are connected with the corresponding property in Re-Leased, this is used to calculate actuals and perform budget wash-ups. |
The Tracking needs to be connected to work. Once Xero is connected the following needs to be done:
In both case the user will be prompted to update invoices, this is only relevant if property tracking was already being used. Xero can be connected prior to data entry being completed, in which case the tracking can be selected during the data entry process. When new properties are added, tracking needs to be added for that property as well. |
Tracking can be applied in bulk in Xero using the Find and Re-Code function. |
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Contacts |
Re-Leased and Xero share the contact list. Any changes made in either program will update to the other. |
Duplicate contacts would be created during the connection process if the data is not a perfect match. |
Contacts can be merged in Xero, and the Re-Leased tenancy file edited to connect to the correct version of the contacts. |
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If the Invoice contact for the tenancy is archived, the Re-Leased user will receive an error message by email. |
The tenancy file needs to be updated to connect with the current contact. |
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Invoices |
Re-Leased and Xero share all invoice transactions. Invoices entered in Xero with property tracking selected connect to the correct Related Property in Re-Leased. The tenancy file will automatically generate rent and outgoings invoices when they are due. All income from tenants needs to be entered into Re-Leased so that it will be correctly connected to the Tenancy record. |
Income invoices loaded into Xero will only be connected to the Contact in Re-Leased, and won’t be visible from the Tenancy file. Repeating income invoices in Xero should be stopped, to coincide with the start of billing from Re-Leased to avoid duplication. Invoice date conflicts occur if the Xero timezone does not match the Re-Leased timezone. |
If no payment has been applied, the invoice can be edited in Re-Leased to select a Related Tenancy. An invoice raised from Xero can never be linked to a rental period for reporting purposes. Ensure Xero timezone is correct, please contact Re-Leased support if you need to check the timezone of your Re-Leased account.
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Spend Money & Receive Money transactions entered in Xero don’t sync with Re-Leased. |
Cash coded transactions are not shared, only invoices. This will mean the Profit and Loss and Budgets VS Actuals reports in Re-Leased will be missing those amounts which were cash coded. |
If cash coding is used, the Profit and Loss from Xero should be referred to when performing budget wash-ups to ensure correct figures are used. For best reporting results, use Bills or Expense Invoices for all expenditure relating to any outgoings budgets. |
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Credit Notes |
Re-Leased and Xero share all credit notes. Credit notes for income from tenants should be raised in Re-Leased. |
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| Approved Status |
Invoices going from approved to a Draft status |
Xero Period is closed |
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| Overpayments | Overpayments | Overpayments will sync to Re-Leased but can only be allocated against an invoice in Xero |