FieldPulse offers a two-way integration with Xero to automatically sync your customers, quotes, invoices, payment records, and invoice items between FieldPulse and Xero to make end of year accounting easier. Leverage FieldPulse's integrated invoicing system and leave the accounting work to Xero.
Once you've connected FieldPulse with your Xero account, all of your existing Xero data can automatically be imported into your FieldPulse account. Creating or editing customer, invoice and payment records in the office or on the job will automatically be reflected in Xero and FieldPulse, so no more double entry. (Note: Xero integration is only available for customers in Australia and New Zealand.)
What will sync?
Customers, line items, quotes, invoices and payments will sync between FieldPulse and Xero.
Before syncing, please note:
Customers
Must have a contact name entered into Xero. If you do not have the first and last name filled out in Xero on the customer record, it will sync to FieldPulse as a commercial customer.
Xero contacts, suppliers, and customers sync to FieldPulse as customers.
Customer records must have either a first name, last name, or company name entered in Xero. A phone number and a unique email address is preferred but not required.
Contact Name/Display Name is a required Customer Field in Xero and FieldPulse after syncing.
Xero Contact Groups sync to FieldPulse as a parent customer and will be displayed as “Group: Primary Person.”
FieldPulse no longer limits the number of contacts you can add to a customer — you can now manage unlimited contacts in a single record. Note: Only the first 5 contacts will sync to Xero due to limitations imposed by Xero (see image below).
Line Items
Can’t contain special characters when created in FieldPulse ($, %, ^, ( ), =, ‘, < > { } “) or they will not sync over to Xero.
Can’t be alphanumeric (can’t contain numbers and letters together).
Must have a unique SKU
The line item must have a GST account. The tax account will need to be set as ‘GST on income’ or the line item should display ‘BAS excluded’ or ’GST free’.
Ensure Tax Rate is set up in Xero, as FieldPulse pulls tax rate from Xero.
How We Map Statuses Between FieldPulse and Xero
To ensure your financial records remain accurate, it's important to understand how FieldPulse and Xero map the status of your invoices and estimates during the syncing process.
Estimates
From Xero to FieldPulse: If an estimate in Xero is in DRAFT status, it will also be set to Draft in FieldPulse. Otherwise, we will leave the existing FieldPulse status unchanged.
From FieldPulse to Xero: If an estimate is Archived in FieldPulse, its status in Xero will be set to VOID. In all other cases, the status will be set to SENT in Xero.
Invoices
From Xero to FieldPulse:
DRAFT in Xero becomes Draft in FieldPulse.
SUBMITTED or AUTHORIZED in Xero becomes Invoiced in FieldPulse.
PAID in Xero becomes Paid in FieldPulse.
VOIDED in Xero becomes Void in FieldPulse.
If a status from Xero doesn't match any of the above, we'll leave the existing FieldPulse status unchanged.
From FieldPulse to Xero:
Archived in FieldPulse becomes VOIDED in Xero.
Draft in FieldPulse becomes Draft in Xero.
Void in FieldPulse becomes VOIDED in Xero.
If an invoice was not originally created in Xero and its status is Paid, it will sync to Xero as PAID.
If a status from FieldPulse doesn't match any of the above, its status will be set to AUTHORIZED in Xero.
Have additional questions?
Contact us at support@fieldpulse.com or use the chat feature in the bottom right corner of your screen.