> ## Documentation Index > Fetch the complete documentation index at: https://help.fieldpulse.com/llms.txt > Use this file to discover all available pages before exploring further. # Setting Up Xero Before Syncing > Format your FieldPulse customers and line items the way Xero expects before you connect, so the first sync runs clean and your invoices carry over. > **Who uses this:** An Admin prepares data and configures the integration. **Availability:** Requires a connected Xero account; the FieldPulse Xero integration is available for customers in **Australia and New Zealand** only. Preparing to sync with Xero means getting your [customer records](https://www.fieldpulse.com/features/customer-management) and line items into the format Xero requires before you connect the two systems. Xero is stricter than FieldPulse about names, SKUs, tax accounts, and special characters, so a few minutes of cleanup here is what keeps invoices from stalling on the first sync. ## Overview The Xero integration is a two-way sync for customers, line items, invoices, and payments, and a one-way sync for estimates (FieldPulse → Xero). Once connected, creating or editing a customer, invoice, or [payment](https://www.fieldpulse.com/features/fieldpulse-payments) in the office or on the job is reflected in both systems automatically — no more double entry. [FieldPulse handles the invoicing](https://www.fieldpulse.com/features/estimates-and-invoices), and Xero handles the accounting. Records sync in a fixed order — **customers first, then line items, then invoices** — so a formatting problem early in that chain blocks everything after it. Preparing your data before you connect is what prevents that. ## Before you begin * Confirm you have a **Xero account** in Australia or New Zealand. * Have access to both your **Xero contact list** and your **FieldPulse item list** so you can correct records in either system. * Set up your **tax rate in Xero** — FieldPulse pulls the tax rate from Xero, not the other way around. * Review the [Xero integration overview](/integrations/accounting/xero/overview) if you have not connected an accounting integration before. ## Step-by-step setup ### 1. Prepare your customer records Get every customer record ready to sync from Xero: 1. Give each customer a **name** — a first name, last name, or company name. A customer with no first and last name in Xero syncs to FieldPulse as a commercial (company) customer. 2. Make sure a **Contact Name / Display Name** is filled in. This is a required customer field in both Xero and FieldPulse after syncing. 3. Add a **unique email address** and a phone number where you can. These are preferred but not required. 4. Note that **Xero contacts, suppliers, and customers all sync into FieldPulse as customers**, and Xero **Contact Groups** come across as a parent customer shown as "Group: Primary Person." 5. Trim contacts if needed: FieldPulse holds unlimited contacts per record, but **only the first 5 contacts sync to Xero** due to a Xero limit. Customer Record Additional Contacts list with the note that only the first 5 contacts sync ### 2. Prepare your line items Line items are where most sync problems start. Before connecting, check each item so it meets Xero's rules: 1. Remove **special characters** from item names — Xero rejects \$ % ^ ( ) = ' \< > \{ } " and items containing them will not sync. 2. Make sure names are **not alphanumeric** — an item name can't mix numbers and letters together. 3. Give every line item a **unique SKU**. 4. Set a **GST account** on each item. The tax account must be set to GST on income, or the item should read BAS excluded or GST free. 5. Confirm your **tax rate is set up in Xero**, since FieldPulse pulls the tax rate from Xero. ### 3. Understand how statuses will map FieldPulse and Xero use different status labels, so the sync translates them automatically. You don't configure this — but knowing the mapping helps you predict where each record lands. See the Settings reference below for the full estimate and invoice status maps. ## Settings reference ### Estimate (quote) status mapping | **Direction** | **Source status** | **Becomes** | | ----------------- | ----------------- | --------------------------- | | Xero → FieldPulse | **DRAFT** | **Draft** | | Xero → FieldPulse | Any other status | FieldPulse status unchanged | | FieldPulse → Xero | **Archived** | **VOID** | | FieldPulse → Xero | Any other status | **SENT** | ### Invoice status mapping | **Direction** | **Source status** | **Becomes** | | ----------------- | ------------------------------------------------- | --------------------------- | | Xero → FieldPulse | **DRAFT** | **Draft** | | Xero → FieldPulse | **SUBMITTED** or **AUTHORIZED** | **Invoiced** | | Xero → FieldPulse | **PAID** | **Paid** | | Xero → FieldPulse | **VOIDED** | **Void** | | Xero → FieldPulse | Any other status | FieldPulse status unchanged | | FieldPulse → Xero | **Archived** | **VOIDED** | | FieldPulse → Xero | **Draft** | **Draft** | | FieldPulse → Xero | **Void** | **VOIDED** | | FieldPulse → Xero | **Paid** (invoice not originally created in Xero) | **PAID** | | FieldPulse → Xero | Any other status | **AUTHORIZED** | ## Related articles * [Xero Overview](/integrations/accounting/xero/overview) * [How to Sync With Xero](/integrations/accounting/xero/sync) * [How to Manage Xero After Syncing](/integrations/accounting/xero/post-sync) * [Xero Sync Examples and Details](/integrations/accounting/xero/sync-examples) Your data is ready when every customer has a name and display name, every line item has a unique SKU and a GST account with no special characters, and your tax rate is set in Xero — at that point you can connect and run the first sync without records stalling. ## Related topics - [Xero Overview](/integrations/accounting/xero/overview.md) - [Xero](/integrations/accounting/xero/index.md) - [How to Manage Xero After Syncing](/integrations/accounting/xero/post-sync.md) - [How to Sync With Xero](/integrations/accounting/xero/sync.md)