Post invoices, bills and adjustments to Xero
Learn what's sent to Xero and when, and how to send orders one at a time or all together.
What's sent to Xero
| In InventaHQ | Arrives in Xero as | When |
|---|---|---|
| Sales order | Invoice | Once it has shipped (Closed). It includes what was shipped. |
| Purchase order | Bill | Once it's Closed and something was received. It includes what arrived. |
| Stock adjustment | A journal, or a bill and supplier credit note | Once it's Completed. See Stock adjustments below. |
Drafts, quotes and open orders are never sent. Each order is sent once.
If the customer or supplier isn't in Xero yet, InventaHQ adds them. Products are matched by SKU and Xero item code.
Send one order
Open a shipped sales order and click Actions → Post to Xero. For a purchase order, click Actions → Post bill to Xero.
Once it's sent, click Open in Xero (or Open bill in Xero) to see it.
Send everything that's waiting
- Go to Xero in the menu.
- Check the sections for Invoices, Bills and Stock adjustments. Each shows what's Waiting to post, what Failed (and why) and what was Recently posted.
- Click Sync now in a section, or Sync everything at the top.
If something failed, fix the reason shown, such as an unmapped tax rate. Then sync again.
Stock adjustments
How adjustments are sent depends on Do you track inventory in Xero? in Posting and automatic sync:
| Your answer | What's sent |
|---|---|
| No (most businesses) | A journal between your inventory asset account and stock adjustment account. |
| Yes | A bill for stock that went up and a supplier credit note for stock that went down. Each totals $0.00, so nothing is owed. Xero updates its own stock quantity and value. |
When Xero tracks your inventory:
- only tracked stock items that are already in Xero are sent,
- the bill and credit note are raised against a supplier called [location] – stock adjustments. InventaHQ creates it the first time,
- choose whether they arrive as drafts or approved in Post stock adjustment bills and credit notes as. Xero only changes its stock once they're approved.
Sync order
Sync everything sends in this order:
- contacts,
- products,
- stock adjustments (when Xero tracks your inventory),
- bills,
- invoices.
This makes sure Xero has the stock before an invoice sells it.
Kits on invoices
A kit goes to Xero as one line at its price. If Xero tracks your inventory, its tracked items go at $0 so Xero reduces its stock.
Automatic sync
In Posting and automatic sync, choose a schedule and what to sync. Choose manual if nothing should be sent until someone clicks Sync now. The Xero page shows the last and next sync.
Other options
- Post invoices as / Post bills as — draft (to check in Xero first) or approved.
- Date used in Xero — the order date or the delivery date.
Changing an order after it's sent
InventaHQ never changes the Xero copy. If something needs correcting, change it in Xero.
Good to know: to keep a stock adjustment out of Xero, choose Don't send to Xero on the adjustment.