Client invoices ready to import into Xero
Close the pay week and download a Xero sales invoice file from the charge schedule: one draft invoice per site, one line per worker and pay element, priced from the frozen figures. Import it with Xero's own invoice import.
Charges from the frozen week, one invoice per site
The charge schedule is built from the same frozen figures as payroll, so what you invoice matches the hours that were approved and paid.
One draft invoice per site
Each site on the charge schedule becomes its own draft sales invoice, addressed to the site's billing name and email, with its PO reference.
Lines that add up
One line per worker, role, pay element and charge rate. Where Xero's own sums would differ by rounding, one rounding line makes the invoice match the schedule exactly.
Your accounts and tracking
Each site's nominal code sets the Xero account code (200, Sales, if blank). Site and pay element go in as tracking categories, and VAT uses Xero's UK tax types.
A timesheet file as well
Reports > Xero export writes approved hours as a Xero timesheet CSV or a detailed CSV. Each export is a recorded batch, and exporting again needs a reason.
Invoices go by file, imported with Xero's own invoice import.
Invoice from the same figures you paid
Pay and charge come from one engine and one frozen week, so the invoice matches the hours the client approved.
Charges kept apart from pay
Charge rates sit beside pay rates in every rate rule, for overtime, weekends, nights and bank holidays too. The invoice file carries charges only, never pay or margin.
Only what the client should pay
By default, approved shifts only, client-approved too where the client signs off, and never one with an open query. A shift the client rejected is never invoiced.
The client sees the same lines
Clients can see the charge schedule for their own sites in the portal, so a question about an invoice starts from the same figures.
What the Xero connection does, and does not, do
Xero gets import files. There is no live link to Xero, and we would rather say so.
Included today
Not part of this connection
Need the step-by-step? See the charge schedule guide and the Xero export guide.
Other integrations
Building something custom? The REST API (version 1.3) and signed webhooks let you connect any system.
Approve hours here, invoice them in Xero
Set each site's billing name, PO reference and account code once, then download the file each week. Tell us how you invoice today.
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