Xero | Solvimon | Documentation

Connect Solvimon to Xero to import your customers, contacts, and billing entities, and to push invoices and credit notes to Xero for accounting.

Prerequisites

An active Xero account. For the sandbox environment, a Xero developer account.
If you are using the sandbox environment, make sure the Xero Demo Company is set up and selected.

Connect Solvimon to Xero

Connect your Xero account

In Solvimon Desk, go to Menu → Settings → Integrations → Xero and click Connect to Xero. You’ll see a pop-up like the one shown below.

Click Connect and log in with your Xero account credentials in the window that opens.

After authenticating, select your Organisation from the dropdown (if you have multiple) and click Allow Access to connect your Xero application to Solvimon.

Configure and enable workflows

Once authenticated, open the configurations tab to enable the workflows you want to run against your Xero platform. The supported out-of-the-box workflows are listed under configuration; if you don’t see the one you’re looking for, reach out to your Sales Executive.

Data flow

Workflow	Direction	Trigger
Import customers and contacts	Xero → Solvimon	Manual
Import billing entities	Xero → Solvimon	Automatic, on running the integration
Export invoices with PDF	Solvimon → Xero	Automatic, on invoice finalisation
Export credit notes	Solvimon → Xero	Automatic, on credit note finalisation
Mark invoices as paid	Xero → Solvimon	Daily scheduler, 9 AM CET

Import customers and contacts

You can import your Customers from Xero to Solvimon to speed up your onboarding process.

Every Organisation entity in Xero is treated as a Platform in Solvimon. Primary Contacts in Xero become Customers in Solvimon (equivalent to Accounts), and their contact details are synced under Contacts in Solvimon.

Solvimon	Xero
Customer	type
reference	AccountNumber
legal_name	Name
email	EmailAddress
address.line1	AddressLine1
address.line2	AddressLine2
address.city	City
address.state	State
address.postal_code	PostalCode
country	Country
tax_id	TaxID
registration_number	RegistrationNumber
custom_field (Xero Customer ID)	ContactID

Secondary contacts associated with the primary contact are synced as contacts on a customer in Solvimon:

Solvimon	Xero
first_name	FirstName
last_name	LastName
email	EmailAddress
custom_field (Xero Contact ID)	contactID

Import billing entities

You can import details of your billing entities.

Every Organisation entity is treated as a Billing Entity in Solvimon, created and synced automatically on running the integration.

You can add more than one Billing Entity to your platform. To be valid for invoicing in Solvimon, every Billing Entity needs the following:

Name
Tax ID
Address
- First line
- Postal code
- City
- Country (read more about supported locales and country code usage)

Export invoices with PDF

Whenever an invoice is finalised in Solvimon, it is automatically pushed to Xero as an ACCREC invoice.

Each Product is treated as a line item in the Xero invoice, along with its usage, quantity, price, and tax. Set up the tax accounts configuration in Xero as shown below.

The invoice PDF generated in Solvimon is exported along with the invoice, in the attachments section of the invoice in Xero.

Solvimon	Xero
invoice_number	InvoiceNumber
invoice_id	Reference
DRAFT	Status
billing_currency	CurrencyCode
invoice_date	Date
invoice_due_date	DueDate
invoice_amount_including_tax_quantity	Total
invoice_lines	LineItems

Each invoice line is mapped as follows:

Solvimon	Xero
groups.description	Description
custom_field.product_code	ItemCode
groups.amount_excluding_tax.quantity	UnitAmount
groups.tax_categories.tax_amount_quantity	TaxAmount
tax_categories.category	TaxType

Configuring the account codes for revenue items ensures that the corresponding line items from the invoice are booked to the mapped account.

Export credit notes

You can configure the account code for credit notes to ensure they are exported to the correct account. The same tax configuration applies to this workflow as to the invoice export flow.

All credit notes exported to Xero are of type ACCRECCREDIT.

The credit note exported to Xero is a positive-value invoice of type Credit, not a negative-value credit note as shown in Desk.

Solvimon	Xero
invoice_number	CreditNoteNumber
invoice_id	Reference
DRAFT	Status
billing_currency	CurrencyCode
start_date	Date
invoice_lines	LineItems

Mark invoices as paid

When this workflow is enabled, a scheduler runs daily at 9 AM CET. It checks all invoices marked as ‘Paid’ in Xero and updates the corresponding invoices in Solvimon accordingly.

Recommended workflow

To get the most value from the integration, follow these steps:

Import your customers from Xero to Solvimon.
Use Solvimon to create draft invoices.
Review and edit invoices in Solvimon Desk as needed.
Finalise and send invoices to customers using Solvimon.
Invoices are synced to Xero for revenue recognition and general accounting.

Synchronisation is trigger-based by default. If you need custom triggers, reach out to your sales executive.