Video tutorial (5 mins)
Xero Settings
To view and change connection settings between Ignition to Xero, navigate to Apps on the left hand menu and click Xero.
If you already have a Xero account connected, you will see this screen:
Click Invoices under the Settings section to view the available settings.
Invoice settings
Create Invoices
This controls whether invoices will be created and deployed to Xero by default on all new Ignition clients.
You can change this on a client by client basis in a client's Invoices tab → Invoice Settings.
Please note: Toggling this off won't stop invoices being created for existing clients - this toggle only affects new clients. You will need to navigate to the specific client → Invoices tab → disable "Create Invoices" to stop creating invoices for the existing client.
Default Sales Account
Choose which sales account you would like your services to be linked to by default, this can be later changed within each service item you create in the Service Library.
Default invoice status
This is the state that your invoices will be in once generated from Ignition.
Note that if you have payments or client notifications enabled, then the invoice will automatically be generated in the 'Awaiting Payment' state, regardless of what your initial invoice state is.
This is because automated operations such as 'Mark as Sent' or payment reconcililiation can only be performed on invoices in this state.
Note: Occasionally, rejected payments may accidentally trigger the invoice state to be marked as 'Paid'. When this occurs, you will need to manually change the state back to 'Awaiting Payment'. The Ignition system will then attempt to correct this once the payment has been disbursed.
Show service descriptions on invoices (Pro, Pro+ and Scale plans)
Controls whether to display service descriptions on your invoices. Some important considerations:
Ensure your service descriptions aren't too long - or you will end up with a 10 page invoice!
Invoice descriptions only allow for plain text - but Ignition Service Descriptions allow for some formatting. Avoid using advanced formatting in Ignition service descriptions (e.g., tables) as they won't transfer to invoice descriptions. Alternately, put tables etc in "included" services - as these are not used on invoices.
Optimise your invoice template in Xero to allow for a more detailed description. If possible, just include the Description and Amount columns on your Xero invoice theme to ensure ample room for the scope description.
Sync client names to Xero
If client name sync is on, then each time new invoices are created in Xero by Ignition, the contact name in Xero will be updated to match Ignition. This is a one-way sync from Ignition to Xero - changes in Xero will not be reflected in Ignition.
Adjusting Invoice Reminder Settings in Xero
To avoid sending unnecessary reminders, we recommend reviewing your Invoice Reminder settings in Xero, especially to account for the processing time of Ignition payments. Here are two suggestions for optimizing your settings:
Disable Reminders for Specific Clients
If a client is enrolled in Ignition for payments, consider turning off reminders in Xero for those clients. This way, clients without Ignition payments will still receive their scheduled reminders.
Extend Reminder Dates
Instead of setting reminders for 3, 5, or 7 days based on payment terms in Ignition, extend the reminder period. This will allow sufficient time for payments to clear in Ignition before the first reminder is sent.
By implementing these adjustments, you can ensure that your reminders are more effective and tailored to your clients' payment processes.
Display
Branding theme when payment is collected by Ignition
This branding theme set here will be used for any invoice where payment is being collected through Ignition.
Branding theme when payment is not collected by Ignition
This branding theme will be used for any invoice where payment is being arranged manually, outside of Ignition.
Terms
Manual billing - This will set the due date on your invoices to that number of days after your invoice date for any invoices that are manually billed.
Eg. If 0 is entered, then for an upfront invoice, the due date will be the same day as the invoice day.
Automatic billing - This will set the due date on your scheduled invoices to that number of days after the invoice is generated.
Pro-tip: If you are using Ignition Payments, these settings should be set to MATCH your Payment Terms settings (find these under Settings → Payment Gateway Settings). This means that payments will always be deducted from your clients account or card on the due date of the invoice.
If you haven't already enabled payments, here's a step-by-step guide on how to turn on Payments.
Xero Tax Mapping
If you are located in Australia, New Zealand, South Africa or the UK then we will have already created a local sales tax rate for you. However, you can also map these from your ledger.
Linking your accounting ledger tax rates to Ignition
When you connect Xero to Ignition, you'll need to map tax rates in the accounting ledger to tax rates in Ignition. This allows Ignition to apply the correct tax rates when invoices are created in your ledger.
You'll only have to map tax rates that have been added in Ignition, not all the rates in the ledger.
Remember to click Save after you are done!
Import
Repeating invoices
Once you have connected Xero to Ignition, you can import your repeating invoices and automatically convert them into draft proposals in Ignition.
You can use this feature to engage all your existing clients in bulk and help you get paid faster, especially if you're using Ignition payments.
Services
Import your existing services from Xero or QuickBooks into Ignition to kick-start your client engagements. You can use this feature to build and customize your Ignition service library and create proposals very quickly.
The Service Import feature can work alongside the Invoice Import feature to get you set up ASAP and get your first proposal sent in minutes.