Xero

15 miNs OR LESS
Estimated time to
read and understand
the Xero integration

Connecting Xero is a powerful way to get the most out of StayOnHire for your business, by combining simple accounting with comprehensive daily operations.

Integrating with Xero creates a conduit of information directly with StayOnHire. This means your business and staff can operate in confidence knowing that your accounting package is always receiving up-to-date information.

A visual representation of the Xero integration

Overview

Connecting your Xero accounting package has never been so easy and should take you less than 5 minutes.

WHAT IS XERO?

Xero is easy-to-use online accounting software that's designed specifically for small businesses. Learn more about Xero.

Technical Description

While getting your head around the accounting side of things can feel like a daunting task, we've broken all data points into simple sections to help describe how the Xero integration works in plain English.

Accounts

STAYONHIRE <-> XERO
  • Accounts are automatically imported to StayOnHire upon connection
  • Default accounts can be set for invoice revenue in Settings > Connection > Xero
  • Default accounts can also be set for individual asset's revenue in StayOnHire from Equipment > ROI
  • Income accounts can't be created (or edited) in StayOnHire. This should instead be done from your Xero account.
Accounts
First connection
Once connected
GET
from Xero
-Import all accounts
-Automatically check for new accounts to import every 30 mins on the hour and on the half
-Manually imported during sync, via Re-connect button in Settings > Connections
UPDATE
in Xero
NA
Never

Accounts should be edited in Xero
CREATE
in Xero
NA
Never

New accounts should be created in Xero

Contacts

Stayonhire <-> Xero
  • Contacts must be valid before being sent to Xero. This requires both a:
    • Unique contact name (no duplicates); and

    • A contact type selected (ie. Customer, Supplier, Customer & Supplier or Other)

  • Contacts get sent (to Xero) automatically every 30 mins on the hour and on the half (ie. 11:00am and 11:30am). In addition, this can be manually triggered by clicking the 'Sync Now' button in the bottom right-hand corner of the Contacts page
  • StayOnHire's delete function archives contacts in both StayOnHire and Xero, but not permanently delete the contact
  • Issuing an invoice to an Contacts will automatically change their type to include them as a Customer
    For example: Issuing a new invoice to a 'Supplier' will change their contact type from 'Supplier' to 'Customer & Supplier'.
Contacts
First connection
Once connected
GET
from Xero
-Import all contacts
-Automatically check for new contacts to import every 30 mins (on the hour and on the half)
-Manually imported during sync, via Sync Now button in Contacts
UPDATE
in Xero
NA
-Automatically update contact changes to Xero every 30 mins on the hour and on the half
-Update contact changes upon invoice approval (in StayOnHire)
-Manually updated during sync, via Sync Now button in Contacts
CREATE
in Xero
NA
-Created during sync, via Sync Now button
-Created alongside invoice approval (in StayOnHire) containing a new contact

Tax Rates

STAYONHIRE -> XERO
  • Tax rates will import from Xero and replace StayOnHire's default tax options
  • Tax Rates can't be created (or edited) in StayOnHire. This should instead be done from your Xero account.
Tax Rates
First connection
Once connected
GET
from Xero
-Import all Tax Rates and replace StayOnHire's default tax settings
-Automatically check for new Tax Rates to import every 30 mins (on the hour and on the half)
UPDATE
in Xero
NA
Never

Tax Rates should be edited in Xero
CREATE
in Xero
NA
Never

Tax Rates should be created in Xero

Invoices

STAYONHIRE -> Xero
  • Invoices are sent to Xero once approved on the Awaiting Approval page
  • To edit invoices that have been approved and sent to Xero, you will need to 'Void & Edit' the invoice in StayOnHire
  • Invoices sent via email in StayOnHire will be marked as 'Sent' in Xero
  • Invoices created in Xero will never import to StayOnHire
    StayOnHire creates highly custom invoice data that connects your machines, calendar and revenue details with data points that Xero does not have. This means that invoices generated in Xero are not able to be imported as they would be incomplete to the detail that StayOnHire needs.
Invoices
First connection
Once connected
GET
from Xero
Never
Never
StayOnHire will never import invoices created in Xero
UPDATE
in Xero
NA
-Update the 'Void & Edit' status of an approved invoice
-Update an invoice's payment status when recording payments received in StayOnHire
-Update an invoice's sent status when sending invoices through StayOnHire
CREATE
in Xero
NA
-Create new upon approving an invoice

Payments

STAYONHIRE <-> Xero
  • Payments recorded in StayOnHire, will be sent to Xero
  • Payments recorded in Xero, can be imported to StayOnHire manually using the Import Payments button (after and invoice has been sent to Xero)
  • StayOnHire can't delete or edit individual payments after they're sent to Xero. This should be done in Xero

Note: This section refers to payments recorded as received in StayOnHire; not transactions (or revenue) processed by or through StayOnHire for your business

Payments
First connection
Once connected
GET
from Xero
NA
-Manually imported via the Import from Xero button beneath the payment history table of a StayOnHire invoice
UPDATE
in Xero
NA
NA
StayOnHire is unable to edit payment information once sent to Xero
CREATE
in Xero
NA
-When new payments are created, send these to Xero automatically every 30 minutes on the hour and on the half

Learn more

  • To refresh the sync, head to Settings > Connections > Xero and click Re-connect

Last updated: 4 Jan 2020

Disconnect Xero

To disconnect Xero from your StayOnHire account, head to Settings > Connections and click 'Disconnect'.

If you needed technical assistance with anything before you go, please don't hesitate to contact us!