Xero
Warning:
this integration is available for Classic Editor only. Don't know which Editor version you are using? Find it out here.This integration will allow you to trigger creation of invoices in Xero from PandaDoc when used in combination with the Pricing table block.
Plan availability: Business and Enterprise
You can use more than one pricing table with Xero Invoices. All taxes and discounts added to the pricing table block will flow into the Xero invoice.
Note:
the Xero integration doesn't work for uploaded templates and documents.
Install the integration
- Inside of PandaDoc, go to Settings > Integration, find Xero, click on it. Click "Connect Xero";
- Log in into your Xero account and confirm your Xero organization and click on “Authorize”.
- Configure Xero settings.
Xero settings include “Invoice Currency”, “Account” (only for “Revenue Accounts) and “Tax”. These settings will be used every time when creating invoices in Xero from PandaDoc.
Pass SKU as Item Code option: by default this option is “checked”, however we recommend unchecking it, if your SKUs in PandaDoc and Item Codes in Xero do not match.
Invoice settings
See the video of how you can set up and create an invoice from a PandaDoc document below:
Here are the more detailed instructions. Open any existing template or document and access Xero by going to More > Xero to access Xero Settings.
- Set a Role or a Recipient of the invoice
- Invoice total: use “Total is tax inclusive” if you wish to pass pricing table taxes to a Xero invoice. Use the “Total is tax exclusive” if you do not wish to pass pricing table taxes to a Xero invoice. Find below more on this setting;
- Include/exclude pricing tables (if you have more than one);
- Invoice settings: use "Automatically generate invoices when document is completed" and an invoice in Xero will be automatically created once this document will be completed in PandaDoc. It might take 20-25 minutes. Use "Generate invoices manually" to trigger invoices manually when you wish.
Adding and generating invoices
Once you're ready, click "Add an invoice".
Note:
even if you are using the “Automatically generate invoices when document is completed”, you still need to click “Add an invoice” in order to proceed.Once you've added an invoice, you will see options to split the total amount by creating multiple invoices. Click on "Add Another Invoice" and set each percentage adding up to the total amount (100%). This is useful if you wanted to send an invoice for services that require a portion of the payment before the work is completed. For example, you could take a 20% deposit, and then have the remaining portion sent in a different invoice.
When ready, click on “Generate Invoices” to manually generate an invoice.
Warning:
if your pricing table(s) has a multiple choice section(s), all items in the section will be transferred to the Xero invoice.Review the invoice in Xero
- Once you click "Generate Invoices", the system will process the request and the top of the screen, you will see a message, “Invoices were successfully created in Xero”.
- Now in the Xero settings for your template/document, at the top, you will see an invoice link that you can click which will take you to the invoice in Xero.
- You can review the created invoice. It will be in Draft status and has to be sent out manually from Xero. Please note, the recipient won't be able to access the invoice from the PandaDoc document, you need to send the invoice from Xero.
Note:
you can generate invoices from a document only.
How Tax inclusive works
Tax inclusive works when all next conditions satisfied for invoices:
- PandaDoc invoice percent not equal 100%;
- PandaDoc invoice tax type is inclusive.
In this case Xero total will be calculated with next rule:
Xero total = PandaDoc total * invoice percent
5.50$ = 11.00$ * 50%
Xero subtotal = Xero total – Xero tax
5.03$ = 5.50$ – 9.25%
Xero tax type always displayed as exclusive.
Xero tax percent not dependents from PandaDoc tax.
PandaDoc tax percent used in Xero invoices as included to PandaDoc total.
How Tax exclusive works
Tax exclusive works when any of next conditions satisfied for invoices:
- PandaDoc invoice percent equal 100%;
- PandaDoc invoice tax type is exclusive.
In this case Xero total will be calculated with next rule:
Xero subtotal = PandaDoc subtotal * invoice percent
5.00$ = 10.00$ * 50%
Xero total = Xero subtotal + xero tax
5.46$ = 5.00$ + 9.25%
Xero tax type always displayed as exclusive.
Xero tax percent is not dependent on PandaDoc tax.
PandaDoc tax percent not used in Xero invoices at all.
Troubleshooting
“Code XXX was invalid” when trying to send Invoices over to be Xero
Why does this happen?: This is because SKU items is not empty in PD pricing table and there is no such items in Xero created
To Fix: make sure that Xero’s Item Code names fully matches to SKU codes in pricing table.
If you do not wish to create these items in Xero, you can clear your SKUs from the catalog items or from the individual pricing tables after items are added.
You can either use No SKU numbers in the pricing table or SKU numbers that match the item code in Xero.
You can also disable passing the SKU into Xero in Settings > Integrations >Xero in PandaDoc.