To export invoices to Xero, navigate to the invoices list page in ShiftCare.

At the bottom right of the page are three icons. Click on the second (middle) icon.

This will bring up a drop-down menu with a selection of files to export the invoices into. Select Xero.

After selecting Xero you will receive a notification the export has been completed, this will come as an email and notification at the top of the page.

Click on this notification to be directed to the download link from your communications history page.

Click on the link to download the file. A prompt will appear at the bottom of the page containing the file name and options to Open, Save or Cancel.

Save the Excel spreadsheet to later import to Xero.

⚠️ Opening the file in Excel to move the file can result in the information being changed and can cause the import to fail. Either upload to Xero from the folder it has downloaded to or move the file using drag and drop.

Once you have the Excel spreadsheet downloaded and saved. Head to your organisation's Xero account. At the top of the Xero page, click on the "Business" tab and then the "Invoices" option.

⚠️ Depending on your Xero account type, you will find the sales import under the Accounts menu.

On the accounts page, select the Import button.

This will direct you to the sales invoices page. Fill in the appropriate information by selecting which system you are importing from. As ShiftCare uses Xero formatting when exporting files select Xero.

Finally, import the saved Excel spreadsheet. Before clicking the "Import" button, be sure to fill in all relevant information under step 3.

Once all information is completed and you've clicked import, you will be redirected to a page with the following prompt:

To continue, please select "Complete import". This will direct you to the invoices overview page where all invoices from the Excel spreadsheet will now be visible with all the relevant information.

To edit an invoice simply, select it from the list and you'll be directed to the Edit invoice page.

Note: Make sure to select Approve after editing an invoice to save all changes.

Warning: When importing invoices to Xero, if there are multiple email addresses the invoices will be sent to, the import will fail. A suggested workaround for this would be to send the invoice to a contact with multiple email addresses and then edit the invoice, changing it to be directed to one recipient.

Troubleshooting

Income attribution in Xero

  • AccountCode matches up with the service income account in Xero. The default in Xero is 100. You can change this number in the Price's External ID which you can access by clicking on the price's pencil icon.

    If you change the number:

    • Re-export the invoices for the changes to be reflected in the export file.

    • The invoices do not need to be re-created.

Dates not accepted by Xero

  • Opening the file in Excel to move the file can result in the information being changed and can cause the import to fail. Either upload to Xero from the folder it has downloaded to or move the file using drag and drop.

Further reading

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