Xero Settings

How to configure the Xero integration for Ignition

Ella Buan avatar
Written by Ella Buan
Updated over a week ago

To view and change settings for your connection from Ignition to Xero, go to Apps on the left hand menu and click on Xero.

If you already have a Xero account connected, you will see something that looks like this:

Click Accounts and invoice terms to view the available settings.

Invoice Settings

Create Invoices

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.

Initial Invoice State

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 reconcile 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.

Include Service Descriptions (available on Scale or Professional subscription plans only)

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. 

Client Settings

Client Name Sync

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.

Invoice Terms

Default Invoice Terms - This will set the due date on your invoices to that number of days after your invoice date for any non-recurring invoices. 

Eg. If 0 is entered, then for an upfront invoice, the due date will be the same day as the invoice day.

Recurring Invoice Terms - This will set the due date on your recurring invoices to that number of days after your default company invoice day.

Best Practice Note: 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.

Invoice Branding Themes

Branding theme when payment is collected through Ignition

This branding theme set here will be used for any invoice where payment is being collected through Ignition.

Branding theme when payment is arranged manually

This branding theme will be used for any invoice where payment is being arranged manually, outside of Ignition.

Have a look at the video below on how to set your branding themes.

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.

Be sure to click the orange Save Settings button after you are done!

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