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What fields sync as part of the Xero integration?

  • Updated

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

Invoices

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

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)

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

Credit Notes

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

Credit Note Numbers

Ruddr receives:

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

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

Payments

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

Reloading payments

Payments are not reloaded independently.

Instead: