Xero

Xero holds your books. Temponia holds the hours. The integration keeps one client record shared between them, and lets you push a finished invoice from Temponia into Xero rather than retyping it.

The flow is deliberately one way for money. You assemble an invoice in Temponia from tracked time and expenses, export it, and from then on Xero owns it. Only the status travels back.

Before you start

• A Xero login with access to the organisation you want to bill from.
• Temponia owner or admin rights. Integrations sit under the Account menu.
• The Invoicing module switched on, if you intend to export invoices. Importing contacts works without it.
• No other accounting integration connected. Temponia allows one at a time.

1. Connect Xero

1. Open Integrations from the Account menu.
2. Under Add an integration, pick Xero OAuth 2 accounting from the list.
3. Select Add integration. You are sent to Xero to sign in and approve access, then returned to Temponia.

Xero asks which organisations Temponia may use. If you approve exactly one, Temponia selects it for you and the integration is ready. If you approve several, you land on the integration's settings page with Select a company waiting.

2. Choose the tax system

On the integration's settings page, Select a tax system lists the active tax rates in your Xero organisation. Temponia stamps this tax type onto invoice lines that carry tax when it exports them, so Xero applies the same VAT treatment your invoice already assumed.

Until a tax system is chosen, saving returns you to the same page rather than to the integrations list. That is the reminder, not an error.

3. Decide how accounts are used

Xero is the only integration where Temponia can also set the revenue account code on each exported invoice line. Select how you want to use accounts offers:

• Use default account - every line uses the same code.
• Specify account per client - the client form gains a Linked Xero2 account field.
• Specify account per task - the task form gains the same field.

Default account lists your active Xero revenue accounts as code and name. If you leave the accounts setting alone, Xero applies its own defaults instead.

Importing contacts and people

The integrations list shows two buttons on the Xero row.

Clients

Clients opens Map existing clients to Xero OAuth 2 accounting. Each Temponia client gets a dropdown of Xero contacts, starting at Unmapped. Changes save as you make them, and a Xero contact that is already taken by another client is refused with a message instead of quietly moving.

Map what already exists first, then select Synchronise clients. Every active Xero customer contact is pulled in: mapped ones have their name and address updated, unmapped ones are created as new Temponia clients. Doing the mapping first is what prevents a second copy of every client.

Users

Users works the same way, then Continue takes you to a list of Xero users who are not linked yet. Tick the people you want and select Invite users. They are created in Temponia and emailed an invitation, so nobody has to be set up by hand. Temponia matches on email address first and falls back to an exact full name match when the email is unknown.

Seat limits apply. If your subscription does not have room for everyone you ticked, Temponia imports as many as it can and tells you how many were left out.

Invoicing with Xero connected

Build the invoice the way you normally would, as described in creating an invoice. Xero only changes what happens at the two ends of that process.

On New invoice, the client panel gains two extra controls. Either pick the matching Xero contact under Select a corresponding client, or tick Create client in Xero OAuth 2 accounting to have Temponia create the contact while it saves. An invoice cannot be exported until one of the two has happened.

From the invoice overview:

The Exported column shows which invoices have made the trip. Once an invoice is exported, its Temponia edit button disappears: Xero is now the copy that counts. Status sync maps Xero's draft, submitted, authorised, paid and voided states onto Temponia's own.

Temponia does not download a PDF from Xero. Use Edit invoice in Xero OAuth 2 accounting to open the invoice in Xero and print or send it there.

Disconnecting

Select the delete icon on the Xero row of the integrations list. Temponia removes the connection and the stored tokens, so no further reads or exports happen. If you also want the authorisation gone on the Xero side, revoke it from your connected apps in Xero.

Nothing that already left is withdrawn. Invoices and contacts created in Xero stay in Xero, and invoices in Temponia keep the Xero number they were given. Deleting the integration also frees the accounting slot, so a different package becomes available in the Add an integration list.