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This guide explains how data syncs between Ruddr and Xero, including what gets sent to Xero, what comes back, and how updates are handled.

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Invoices

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Saving invoices to Xero

When you save an invoice from Ruddr to Xero, the following happens: Basic details
  • Client is matched to a Xero contact by name or created automatically (using name, currency, and email)
  • Currency is preserved
  • Issue date and due date are synced
  • Reference field is populated (and may be re-sent if recalculated after save)
  • Status is set based on integration settings (default status is “Authorised”)
  • Notes are added as a history record in Xero
Line items
  • Description is sent as-is
  • Invoice item is matched to a Xero item code or falls back to a default item
  • Account code comes from the mapped item (or default settings if unresolved)
  • Quantity and rate are synced
  • If quantity is greater than zero, rate is used (or calculated as amount ÷ quantity)
  • If quantity is zero or less, amount is used directly
  • Taxable status determines the tax type:
    • Taxable → standard output tax (or mapped tax rate)
    • Non-taxable → “NONE”
  • Discounts are prorated across all line items
  • Lines without an invoice item are sent as description-only

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Invoice Numbers

As the invoice is created in Xero, Ruddr updates with:
  • Invoice number
  • Total amount
  • Tax amount
  • Tax rate (derived from line items)
  • Transaction number (parsed from the invoice number)

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Reloading invoices from Xero

If changes are made in Xero, you can reload the invoice into Ruddr. This updates:
  • Invoice number, issue date, and due date
  • Billing address (constructed from the contact in Xero)
  • Total, tax, and discount amounts
Line items
  • Fully re-synced from Xero
  • Deleted lines are removed in Ruddr
  • New lines are added automatically
Payments
  • Payments are also synced, including:
    • Amount
    • Date
    • Reference number
    • Notes
Batch payments are supported and mapped across invoices. Credit notes
  • Any linked credit notes in Xero that don’t exist in Ruddr are automatically created

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Credit Notes

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Saving credit notes to Xero

When saving a credit note to Xero:
  • Client is matched to a Xero contact
  • Currency and issue date are synced
  • Reference field is included
  • Status is always set to “Authorised”
  • Notes are added as a history record
Line items
  • Same behavior as invoice line items
  • Includes description, item mapping, account code, quantity, rate, and tax
Allocations
  • Credit notes are applied to invoices in Xero
  • Each allocation includes the amount and target invoice
  • Invoices must already exist in Xero

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Credit Note Numbers

Ruddr receives:
  • Credit note number
  • Total amount
  • Tax amount
  • Tax rate (derived from line items)
  • Transaction number

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Reloading credit notes

Reloading updates:
  • Number and issue date
  • Billing address
  • Total and tax amounts
  • Tax rate
Line items
  • Fully synced from Xero
  • Removed lines are deleted
Allocations
  • Matched to invoices in Ruddr
  • Amounts are grouped per invoice
  • Skipped if the invoice cannot be found
Voided credit notes
  • If a credit note is voided in Xero, the sync link is removed
  • No updates are written back

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Payments

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Saving payments to Xero

Payments in Ruddr are saved as either a single payment or a batch payment in Xero. Single payment
  • Amount, date, reference number, and notes are sent
  • Linked to a single invoice (must already exist in Xero)
  • Payment account is set from integration settings
Batch payment
  • Same header fields as single payments
  • Multiple invoices included with individual amounts
  • Requires payment currency to match the workspace base currency

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Reloading payments

Payments are not reloaded independently. Instead: