How do I connect Xero to Sophiie?

You connect Xero at Settings → Integrations — open the Accounting tab and click Connect on the Xero card. Once linked, four switches control the sync — send and bring quotes, and send and bring invoices (or, if you've already picked which platform syncs them, a link to those settings instead).

> Also connected to ServiceM8? Sophiie syncs your invoices with one platform at a time. Both can stay connected — they're different kinds of integration, and the one you don't pick keeps doing its other work — but choose which one owns your invoices at Settings → Invoices → Accounting sync (there's a matching picker for quotes) before switching anything on here.

Steps

1. Go to Settings → Integrations, open the Accounting tab and click Connect on the Xero card.
2. Log in to Xero and select exactly one organisation on the consent screen. Tick more than one and the whole connection is rejected — nothing gets linked and you're sent back to Sophiie with an error. A Xero organisation can also only be linked to one Sophiie account: if it's already connected elsewhere, the connect is refused.
3. Review the permissions and click Allow access. The country and currency in your Sophiie account must match Xero — a mismatch is rejected too.
4. Back in Sophiie, open the Xero card's Manage drawer and set the four switches: Send quotes to Xero, Bring quotes from Xero, Send invoices to Xero, Bring invoices from Xero. Toggles save automatically after a moment — there's no Save button. If you've already chosen which platform syncs your quotes or invoices, the drawer shows a link to those settings instead of the switches — change it there, at Settings → Invoices → Accounting sync and Settings → Quotes → Accounting sync.
5. Quotes and invoices each have their own last-synced stamp and their own Sync now button for a manual run.

One platform owns your invoices

Settings → Invoices → Accounting sync has a single-platform picker — Who syncs your invoices? — where you choose between Xero, QuickBooks or your job-management system. Only one can own invoice sync at a time: choosing a new platform takes over from the old one. Switching changes only which platform syncs — each platform keeps its own send and bring settings, so switching back restores what it had.

Anything already synced to the platform you left stays there and stops receiving updates, and that includes work still in flight. A draft or unpaid invoice already linked to the old platform keeps that link and stays where it is: Sophiie doesn't copy it to the platform you've just picked, and doesn't create a second copy of it there. Going forward, new invoices sync to the newly chosen platform, but your history doesn't backfill: invoices already paid or partly paid in Sophiie are held back, and cancelled ones aren't pushed.

How the sync behaves

• It's event-driven, near real time. When Send invoices to Xero is on, any change to an invoice — creating, approving, editing lines, deleting, sending — queues a push about 5 seconds later, and a burst of edits goes out as one push, not many.
• With Bring invoices from Xero on, Xero notifies Sophiie whenever one of your invoices changes — including when a payment is applied — and Sophiie pulls the update about 5 seconds later.
• Quotes coming from Xero are the one exception: Xero doesn't send notifications for them, so Sophiie checks for quote changes on a five-minute cycle.
• Sync now works even when the automatic switches are off, but it's hidden while the connection needs reconnecting, while setup is incomplete, while the integration is paused, or when Quotes or Invoices is switched off.

Tax rates

When Xero is connected, Sophiie reads your Xero tax rates and pins the matching rate onto each invoice line as you code it, so the two normally agree. Two things worth knowing:

• Custom rates: this applies to invoices. On push, Sophiie looks for a Xero tax code whose rate is exactly the same as the line's rate. If none matches, it uses the first Xero tax code that isn't zero — a genuine difference in Xero that will not correct itself. Approval doesn't fix it either: once an invoice is approved, its fields are locked in Sophiie and only the status is sent to Xero (a Sophiie draft becomes a Xero draft; a Sophiie unpaid invoice becomes authorised in Xero) — so check custom-rate invoices before you approve them.
• New rates: Sophiie caches your Xero tax-rate list for 24 hours, so a rate you create in Xero today may take up to a day before Sophiie can map to it.

Pausing

To stop the sync for a while without disconnecting, open the Xero card's Manage drawer and select Pause. Nothing syncs while it's paused and Sync now is hidden. Select Resume to start again — resuming picks up from that moment, so changes made in Xero while it was paused aren't brought in.

Disconnecting

1. Go to Settings → Integrations, open the Accounting tab and open the Xero card's Manage drawer. Disconnect is the red button in the bottom-left corner of the drawer. Click it and confirm in the Disconnect Xero? dialog. Disconnect stays available even when the connection has stopped working.
2. After disconnecting, invoices and quotes stop syncing in both directions. Anything already in Xero stays there unchanged — it just no longer receives updates from Sophiie or sends them back.

Common Questions

What does "Sync issue" mean?

Sophiie hit a problem syncing with Xero and is trying again by herself. You don't need to do anything — the connection is still working, and the message clears once a sync succeeds.

What happens if I connect a different Xero organisation?

Invoices that were synced to the old organisation are silently set aside forever — no error, no failed-sync marker, and they're never recreated in or re-linked to the new organisation. Invoices created after the switch sync normally. Also note: on a reconnect, Sophiie keeps the organisation already linked even if you tick others on Xero's consent screen.

Do I have to click anything for invoices to sync?

No. With the switches on, syncing is automatic and takes seconds, not minutes. Sync now is there for a manual run — for example when the automatic switches are off.

Can I connect more than one Xero organisation?

No — exactly one. Selecting multiple organisations on the consent screen gets the connection rejected outright.

Why don't my tax totals match in Xero?

Almost always a custom tax rate with no exact match in Xero (Sophiie falls back to the first non-zero Xero code), or a rate created in Xero within the last 24 hours that hasn't reached Sophiie's cached rate list yet. See the Tax rates section above.

Need More Help?

If your Xero connection keeps being rejected or invoices aren't syncing, ask Sophiie Assistant in your dashboard first — she can guide you or make the change for you. Still stuck? Email support@sophiie.ai or call +61 7 5620 4640.