Automatically import and collect payments on unpaid invoices from Xero or QuickBooks, reducing manual follow-ups, managing debtors and improving cash flow. With Ignition’s online payment portal, you can invite clients to pay with flexible options while effortlessly tracking and managing payments in one centralized platform.

To enable this feature in Ignition, navigate to the Apps tab → click into your ledger (Xero or QuickBooks).

To enable an automatic sync of unpaid invoices from your connected ledger, navigate to the Apps tab → open the Invoice Settings→ Sync unpaid invoices toggle → Save.

Once enabled, Ignition will start automatically importing any unpaid invoices from Xero or QuickBooks that were billed in the last 90 days.

These unpaid invoices from the ledger will be available in the Outstanding tab under Payments → Collections. Invoices typically appear in Ignition within 1 to 2 hours.

Only invoices that are Issued or Approved and are Awaiting Payment in the ledger will be imported.

Not sure which invoices you would like to import to Ignition? Use the manual import option to review and select the ones you need.

To manually select the unpaid invoices you would like to import, navigate to the Apps tab → select your ledger → click Import in the Invoices section.

View all the unpaid invoices in your ledger and select the invoices you would like to import into Ignition. Once selected, click Import in the top right corner.

To confirm the import by clicking Import.

Once the feature is enabled, the Outstanding tab under Payments → Collections will show a list of all unpaid invoices regardless of whether Ignition created the invoice or it was synced from your ledger.
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To view only the unpaid invoices imported from the ledger, apply the Source filter → select Ledger.

You can request payment for unpaid invoices via the Collections → Outstanding tab. Payment requests can be sent individually or in bulk to multiple clients.

This setting allows Ignition to automatically send payment requests for your imported ledger invoices.

Note: You can also adjust this setting for each individual client via Clients → Edit Client → Email Preferences → Client Emails.
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2. Bulk Requests: Select multiple invoices → click Request Payment.

3. Individual Requests: Click the 3 action dots beside an invoice → select Request Payment.

4. Schedule Payments: For clients with saved payment methods, select an invoice → click Schedule.

When a payment request is sent (automatically or manually), your client receives an email with:

Disabling the toggle will prevent future invoices created in either ledger from syncing into Ignition.

Invoices that have already been synced will remain visible in Ignition. If needed, invoices can be removed by marking them as paid.

If you need synced invoices to be deleted, please contact our support team. Be cautious when enabling this feature, as it may affect invoice visibility and management.

Ignition’s Oustanding tab will currently display a list of unpaid invoices created by Ignition.

However, prior to the release of our ‘mark as paid’ feature in September 2024 a number of invoices created before this date were unable to sync the current ‘paid status’ of the Xero invoice and as a result, may be showing as ‘unpaid’ when it has been paid manually by the client.

To ensure the Outstanding tab is an accurate reflection of your current unpaid invoices, we recommend following the steps below:

Why have only some of my invoices been imported?

There is a limit of up to 2000 ledger events per account within 24hrs. For customers new to Ignition or with a large number of invoices in their ledger, they may run into this limit early on, however it will “self-resolve” after a few days.

What kind of invoices are able to be imported into Ignition?

All invoices which have been “issued” and have not received any payment. Unless they are in one of the categories below.

When will Invoices not be imported to Ignition?

Invoices are not imported in the following scenarios:

When will invoices be automatically imported into Ignition?

We will automatically import any invoice as it is created, or updated to meet the rules above. And if the due date was less than 90 days ago.

Can I control which invoices I import?

Yes, you can use the Manual invoice import flow (link to manual import from here?) to select any unpaid invoices from your ledger.

Will the Invoice payment status from Ignition be synced back to my ledger?

Yes, it works the same as the existing Ignition and Ledger sync functionality.

Do clients need to be emailed from my ledger and from Ignition?

This is up to you. You can approve the invoice to be issued in your ledger, wait for it to appear in Ignition and email the client from Ignition.

Can I automatically send invoices to my clients?

Yes, Ignition can automatically send invoices with payment links to any automatically imported invoice .

Can I use the schedule collection feature?

Yes, if the client has a payment method on file in Ignition. We recommend that you consider advising the client that you are intending to use their stored payment methods for these invoices as well.

Will the invoice payment status from Ignition be synced back to my ledger?

Yes, it works the same as the existing Ignition and Ledger sync functionality.

If I collect payment on unpaid invoices via Ignition, will those clients count as an 'active client' against my subscription?
No, clients will only count as 'active clients' in Ignition if there are active services on the client's file set up via an accepted proposal or instant bill. Collecting payments on unpaid invoices will not effect the client's status in Ignition.

How does this work if I am using XPM?

Ignition only sees all invoices created in the Xero account. So if XPM creates the invoice and the invoice is marked as approved, Ignition will import it. The same applies if it is created manually, bulk uploaded or created via some other system.

One thing to note is to make sure your XPM automation is updated to behave as expected, for example issuing invoices as “Approved” vs. “Approve and Send” at the same time.

What happens if my client is not yet in Ignition?

For any Invoice you create against a client in your cloud ledger software, Ignition will first check to see if that client is already Synced with Ignition. We will then either a) if they exist, make no changes to the client in Ignition or b) if they aren’t in Ignition, create a synced client in Ignition, ensuring that the is inactive.
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