Pooltrackr can be integrated with Xero. The integration will sync the contacts, products, and invoices between the platforms. 

• Getting started with Xero Integration 
  • Initial connection
  • Data initialisation
  • Product sync
  • Configure Xero 

Getting started with Xero Integration 

Contacts

This is a two-way integration, so if you create or edit a contact in either platform, the same will be reflected in the other platform. You will see the Xero icon against all customers, which will enable you to link through to the contact in Xero. When you open a contact, you can also re-map the associated Xero contact.

Invoices

When you create an invoice in Pooltrackr, the invoice will be sent immediately to Xero, with all line items, taxes and item codes. The invoice will be assigned to the linked contact. The invoice will also contain the pool address, date of service and invoice notes. You will see the Xero icon against all invoices, which will enable you to link through to the invoice in Xero.

Products

Products are read from Xero. If you need to edit the product, you must do so in Xero. You will see the Xero icon against all products, which will enable you to link through to the product in Xero. When you open a product, you can also re-map the associated Xero product.

Payments

If you mark an invoice as paid in either platform, it will be applied to the other platform. The Stripe integration allows you to on-charge Stripe fees and assign fees collected and paid to the relevant Xero account. Please see the Stripe integration section for more information.

Initial connection

1. Navigate to Setup

2. Click on Integrations 

3. Select Xero

4. Click on the Connect to Xero button

5. Once done, you will be redirected to the Xero login page. Enter your Xero login credentials.

6. After logging in, you will be routed to the Xero User Consent page, and select your organisation. 

7. Click on Allow access.

Data initialisation

• The system will suggest linked contacts based on many variables. If you think the link is incorrect, you can choose another contact in the dropdown.
• If you do not believe that the contact in Pooltrackr exists in Xero, choose the Create new contact in Xero option or click on the Create new button. 
• You cannot link multiple Pooltrackr contacts in Pooltrackr to a single contact in Xero. If this happens, you will see a Contact already selected flag. You can filter by Contact already selected and choose the correct contact for each. You will not be allowed to proceed until all Contact already selected flags have been removed.

Once you are ready to sync the contacts, click on the Next button found at the bottom of the Data initialisation page. 

Product sync

If you have products in Xero, you need to indicate whether the prices in Xero are INC or EX GST.  Check the notice to ensure you are setting up the products correctly. There is more information about this on the page. Click the Next button found at the bottom right corner of the page to proceed.

Click CONTINUE if

• You only have products in Pooltrackr 
• You only have products in Xero 
• You have products in both systems, but they are the same/similar 
• If you have products in Pooltrackr and Xero, and they are very different (e.g. the same product but different SKU and different prices), you may want to use this as an opportunity to clean up your products. In that instance:

• Export your products from Pootlrackr 
  
• Check through them and import them into Xero or merge them with existing products 
  
• Press the DELETE UNASSOCIATED PRODUCTS button below
  
  

Click Next to complete the synchronisation. 

Configure Xero 

Now that your sync is complete, you need to decide which default sales account you would like to use. This will only be used for custom products that are not pulled from Xero. You then need to choose the default invoice status. Finally, you need to choose whether you would like Pooltrackr to push invoice numbers, or you would like Xero to assign them.

1. Default Sales Account (Required) - By default, the sales account is set to Sales - 200.
   
   
2. Default invoice status (Required) - Choose how you want the invoice to be exported in Xero. If you select Draft, you will have to finalise the invoice in Xero and make the necessary completion while the Approved option directly goes to Awaiting Payment status.
   
   
3. Invoice Numbering Scheme (Required) - Select whether you want to use the Pooltrackr invoice numbering or let Xero nominate the invoice number. If you select Xero, you will see the invoice number from Xero and the Pooltrackr invoice number will serve as a reference number.
   
   
   
   
4. Payment Account (Required) - This is where the payment will be deposited if you have payment processing integrations set up like 
   
   
5. Fees Account (Optional) - Where payment integration fees should go.
   
   
6. Reimbursement Account (Optional)  - Where the surcharge reimbursements should go 
   
   
7. Show technician name/details - Toggle this switch if you want to show the technician's name in the exported invoice. See example below: 
   
   

Do not forget to click on the Save button to Save the integration settings.