Initial Setup

Allowing Access

First, give the SAFE Billing Platform permission to access your Xero data.

Steps:

1. Go to Main Menu > Advanced tab > Xero (Accounting) > Account Linking/Status

Note: If you can’t see the Advanced tab, ask your data protection officer for help.

This page shows your connection status. Click connect it to the billing platform to start. You’ll go to Xero’s login page.

After logging in to Xero, you’ll see what permissions the platform needs. The platform only requests the minimum access required for the integration.

You’ll see a confirmation message when you grant access.

What happens next:

• The platform tests and finalises your connection
• You’ll get an email when it’s ready
• Check the Account Linking page for updates (don’t click connect again)
• When live, you’ll see a list of Xero tasks to complete

All users with permission can access Xero tasks from the Main Menu.

Green tasks marked “Complete” show your connection is working.

Platform Configuration

Before transferring data with Xero, configure these settings in the SAFE Billing Platform.

Codes

Xero uses Item and Account Codes to track payments and invoice items. Set these codes in the platform to match your Xero setup.

Note: You might need your administrator to change some settings for you.

Payments

To transfer payments to Xero, set an account code for each payment method.

How it works:

• Payments with codes transfer automatically
• Payments without codes stay in the platform (useful for balance transfers)
• When importing from Xero, unmatched codes use the customer’s default payment method

Set the account code in each payment type’s Payment Type Code field.

Find Account Codes in Xero: Go to Accounting menu > Chart of Accounts

Line Items

Choose how to show invoice details in Xero:

• Single line item: One line for the whole invoice
• Multiple line items: Separate line for each transaction

Control this in Accounting Module parameters > Codes/References.

Single Line Item

For one line per invoice:

1. Set a Sales Code in parameters (or use “Default” for Xero’s choice)
2. Optionally set:
   • Account Code: Override Xero’s default account
   • Sales Description: Custom description text

Multiple Line Items

For separate lines per transaction:

1. Assign codes to transaction types or feature types
2. Individual transactions inherit these default codes
3. Override codes on specific transactions if needed

Using the codes:

• Use as Item Codes or Account Codes
• Set a default Account Code for all items (if using Item Codes)
• Add descriptions at transaction, type, or parameter level

VAT Rates

Match your platform VAT rates with Xero:

• Set the code in each VAT rate’s VAT Code field
• Required for transferring customers and invoices with VAT

Optional Parameters

Customise what transfers to Xero and when.

Historic Cut-Off Dates

Don’t want old data in Xero? Set cut-off dates:

• Data before the date won’t transfer
• Existing matches still link automatically

Payment Send Delay

Protect against failed payments by delaying transfers:

• Set delay periods for each payment method
• Allows time for payments to clear
• Prevents insufficient funds issues

Initial Data Transfer

Link existing data between the platform and Xero to avoid duplicates.

Process these in order:

1. Customers (contacts in Xero)
2. Invoices
3. Payments

Important: Complete all steps even if you have no existing data.

Linking Existing Customers

Link customers using their account numbers (most reliable method).

Steps:

1. Go to Main Menu > Xero Tasks
2. Click Actions > Xero > Link > Customers (By Account Number)

3. Check the Customers to Link tab (shows all unlinked customers)

4. Click Run Task in the left menu

The task takes a few minutes for many customers. When done:

• Status shows “Complete”
• Task link turns green

After each task:

1. Check the Task Activity tab
2. Review what the platform did
3. Only then proceed to the next task

5. Check the Remaining Customers to Link tab

If customers remain unlinked:

• They might not exist in Xero yet (next task will create them)
• Account numbers might not match
• Fix matching issues and run the task again

Alternative: Link by customer name (less reliable than account numbers)

Sending Existing Customers

Create platform-only customers in Xero.

Steps:

1. Go to Actions > Xero > Send > New Customers
2. Check the Customers to Send tab

What happens:

• Platform creates contacts in Xero
• Uses name, address, and other details
• Automatically links after creation

Note: Run this task even with no customers to send.

3. If the list looks correct, click Run Task

Success indicators:

• Status shows “Complete”
• Task link turns green
• Check Task Activity tab
• Check Remaining Customers to Send tab

If the task fails:

• Status shows “Failed” in red
• You’ll get an email with error details
• Fix the errors and run again

Linking Existing Invoices

Link invoices using their invoice numbers.

Requirements: Customers must be linked first.

Steps:

1. Go to Actions > Xero > Link > Invoices
2. Check the Invoices to Link tab (shows all unlinked invoices)

3. Click Run Task

The task takes time with many invoices. When complete:

• Status shows “Complete”
• Task link turns green
• Check Task Activity tab before continuing

4. Check the Remaining Invoices to Link tab

If invoices remain unlinked:

• They might not exist in Xero yet
• Invoice numbers might not match
• Consider setting a cut-off date to skip old invoices

Sending Existing Invoices

Create platform-only invoices in Xero.

Steps:

1. Go to Actions > Xero > Send > New Invoices
2. Check the Invoices to Send tab

Note: Run this task even with no invoices to send.

3. If correct, click Run Task

Check results:

• Task Activity tab
• Remaining Invoices to Send tab

If errors occur:

• Fix issues from the email
• Run the task again

Linking Existing Payments

Link payments using date and amount.

Requirements: Invoices must be linked first.

Steps:

1. Go to Actions > Xero > Link > Payments
2. Check the Payments to Link tab

3. Click Run Task
4. Check Task Activity tab when complete

5. Check the Remaining Payments to Link tab

If payments remain unlinked:

• They might not exist in Xero yet
• Dates might not match (Xero uses bank receipt date, not payment date)
• Amounts might differ
• Consider setting a cut-off date for old payments

Sending Existing Payments

Create platform-only payments in Xero.

Steps:

1. Go to Actions > Xero > Send > New Payments
2. Check the Payments to Send tab

Important about split payments:

• Xero splits payments that cover multiple invoices
• Check the “allocated amount” to avoid double-counting
• Each invoice gets its own payment record in Xero

Note: Run this task even with no payments to send.

3. If correct, click Run Task

Verify completion:

• Check Task Activity tab
• Check Remaining Payments to Send tab

Fetching Existing Payments

Import payments from Xero that aren’t in the platform yet.

This includes:

• Manual payments entered in Xero
• Payments from bank feeds

Steps:

1. Go to Xero Tasks
2. Click Actions menu
3. Create a Fetch Payments task
4. Run the task

Note: This is optional - missing payments sync automatically later.

5. Check Task Activity tab to see imported payments

Initial Setup Complete

You’ve finished when:

• All tasks show “Complete”
• All task links are green
• No remaining items to link or send

What’s next? See Ongoing Xero Tasks to keep your data synchronised as you add new customers, invoices, and payments.