Our self billing integration with Xero is highly configurable, allow you to set rules which will determine the Xero account used, tracking categories and stock items as well.
To get started, you should have enabled Self Billing export to Xero, by go to Settings->Integrated Apps->Xero, and using the slider for Self Billing. Once enabled, click on Configure below the Self Billing slider.
Xero Account Codes
You can configure your target Xero account codes separtely for timesheet line items and expense line items. You can either use a fixed target code (in other words, it is always the same account with no specific rules), or you can configure rules based on Timesheet Portal entities. For time-related items, you can modify target account codes based on the following entities:
Cost centre
Client category
Project category
Task category
Task consultant owner (recruitment edition only)
Employee group
Timesheet rate
If you map to a specific entity, then you will need to set up the target account code for each item. For example, if you are linking target account code to cost centres, then you will need to go to Settings->Lists->Cost Centres, and edit each cost centre. Within each, you will notice a drop-down labelled Xero Account, where you will see a list of your Xero accounts. The table below lists where each of the target entities can be configured:
Entity | Configuration page |
Cost centres | Settings -> Lists -> Cost Centres |
Client categories | Settings -> Lists -> Client categories |
Project categories | Settings -> Lists -> Project categories |
Task categories | Settings -> Lists -> Task categories |
Task consultant | System Management -> Administrators |
Employee groups | Settings -> Lists -> Employee Groups |
Timesheet rates | Settings -> Rate Codes & Units -> Rate Codes |
Please note that not all your Xero accounts will show in these drop-downs. For self billing mappings, we only show the same account types which you would see when raising a purchase invoice in Xero. For example you will not see any of your revenue accounts, as you cannot use these for purchase invoices.
Tracking Categories
Xero allows you to configure 2 tracking categories, of which one or both can be set on invoice items. Timesheet Portal allows you to map the same entities which can be mapped to account codes to either tracking category. To set these up, use the drop-down next to each tracking category shown on the Xero client invoicing export configuration page. If your tracking category does not show, you may need to re-synchronise Xero entities. You can do so by clicking Resynchronise Xero Data on the top of the integration configuration page.
Item Code Mapping
Item code mapping works exactly the same as Xero account and tracking codes mappings. Item codes however can only link to Employee accounting codes or Task accounting codes. Follow the instructions above to configure the Item Code drop-down option. If you do not use Item codes, then leave it as Don't set.