XERO API Integration
- Kelly Collins
- Connor Banthorpe
You can connect RSM InTime to Xero via an API connection. This allows you to export selected invoices directly, without using CSV files. You can also request to have any invoices paid within Xero, marked as paid within RSM InTime automatically. If you are interested in Xero API integration, please contact support.
First steps
Set up & customisations
How to export invoices
Viewing export batch jobs
Frequently asked questions
First steps
We will ask you to set up a new login within Xero for RSM InTime to connect to and provide the login credentials to us. This login will be for all users within InTime that wish to export to Xero. We will also need to know the name of the company within Xero that you wish us to connect to.
Once we have connected the systems, we will ask you to login with the new credentials and authorise the connection.
Go to the configuration cog, within the system section click OAuth2 Integrations.
Within the integrations page, you will see Xero with a status of not authorised, click log in.
You will then be directed to Xero's login page; use the login details of the new account you have created for RSM InTime.
You will return to the integrations page and the status will have changed to authorised. Once this stage is completed let us know.
Set up & customisations
Once the systems are connected, we will discuss with you how you want your integration to work. We will discuss tax rates, invoice consolidation and other customisations. Please note: customisations may be subject to scope and may have a charge applied.
Tax rates
The tax rate names in RSM InTime will differ to Xero, these will require mapping to make sure the correct tax rate details are exported. We will require:
The tax name (as shown in Xero), the tax code it needs to map in RSM InTime, and whether it is a sales or purchase invoice.
Below are the standard Xero tax codes. If you have additional customised tax rates you will need to let us know about these as well.
Tax name in Xero | RSM InTime equivalent | Sales/purchase |
|---|---|---|
20% (VAT on Expenses) | T1, S1, STD, UKSTD | Purchase |
20% (VAT on Income) | T1, S1, STD, UKSTD | Sales |
5% (VAT on Expenses) |
| Purchase |
5% (VAT on Income) |
| Sales |
EC Acquisitions (20%) |
| Purchase |
EC Acquisitions (Zero Rated) |
| Purchase |
Exempt Expenses |
| Purchase |
Exempt Income |
| Sales |
No VAT | T0, S0, NONE, UKNVR | Sales/Purchase |
Reverse Charge Expenses (20%) | EUSTD | Purchase |
Zero Rated EC Goods Income |
| Sales |
Zero Rated EC Services |
| Sales |
Zero Rated Expenses | T0, S0, NONE | Purchase |
Zero Rated Income | T0, S0, NONE | Sales |
Invoice consolidation
You can set how invoices are exported into Xero. Please note: The consolidation of invoices in RSM InTime is separate to this consolidation.
A line for the whole invoice - For example if you have 7 sales invoices for the same client on the export, they will consolidate into 1 line with the full amount.
A line per sheet (timesheet/expense) - This will show each timesheet/expense item on an individual line. If there are 5 timesheets on an invoice, it will show 5 lines on the export.
A line per shift/expense item - This will split out all shifts and expense items to each individual line, so if your timesheet shows 5 days, there will be 5 individual lines
Additional customised settings
Contacts updated in Xero - You can choose to have any updated contact information from RSM InTime sent through to Xero automatically.
Invoices marked as paid - You can have RSM InTime updated with any invoices that are marked as paid in Xero.
Exporting in the currency the invoice is in, not in the base currency - RSM InTime always has a base currency set. However, you can set a client, worker, and supplier currency within their profile, so invoices are raised against the profile currency. If you want your export to show the currency the invoice is in, rather than the default base currency please let us know.
Additional customised mappings
You may want to consider these additional items to be mapped. These are all specific to your instance of Xero and how you use your accounting system, please provide us with the relevant details:
Item code - the item codes are user defined/set up within Xero.
Account code/nominal code - if you have particular nominal codes for perm invoice, sales, and purchase invoices you will need to tell us. These are user defined/set up within Xero. If there is no account code script set, the API will look for the nominal code on the entity profile within RSM InTime.
Tracking name 1 & 2 - you can have up to 2 tracking names. This is a string value (e.g., team)
Tracking value 1 & 2 - you can have up to 2 tracking values. This must always return a string value (e.g., return "value1")
Final invoice - this field manages any customisations that cannot be added into the other script fields. It allows you to modify the entire Xero invoice.
How to export invoices
Once connected you will be able to export your invoices. Go to sales in the top menu bar, and select the last option search, this will allow you to export all sales and purchase invoices and credit notes at the same time.
Check you are connected
The RSM InTime - Xero connection is not permanent, and you may be periodically logged out for security and be required to log back in. Before selecting your invoices, scroll down to the bottom of the screen to see if you are still connected. If you see an export button, you are connected to Xero and can start filtering on invoices to export.
If you see the connect to xero button, this means your connection needs to be reactivated. Simply click the connect to Xero button, you will be taken to your Xero login screen. Use the InTime login credentials to reconnect. Once logged in, go back to the sales menu and search.
Select the invoices for export
Select the parameters you wish to use and filter your invoice selection; this can include other tabs, such as date ranges and financial groups. Using the tick boxes select the types of invoices and credits you want to export. Then use the exported status dropdown, select no and hit search. Please note: you can only export an invoice once.
Within your search results, select the items you want to export. You can do this by using the tick boxes, the select page button, or the select all pages button. If you want to remove any, you can untick, deselect page, or click select none. Once you are ready, click export.
When the export is complete, you will receive a notification in the bell icon at the top of the page. The notification will advise if all items have been successful or not.
Viewing export batch jobs
Once exported, RSM InTime will keep a record of the export batch allowing you to review historical information and check any errors. In the top menu bar, go to import/export and select view batch jobs.
You will see all details of your batch jobs, including the dates and the status. You will also see how many records were read, written, and skipped. Click on the blue ID to go into the batch for further information.
On this screen you will get the details of any item that had an issue, and the error reason.
Frequently asked questions
Can I have additional agencies connected? Yes. You can have multiple RSM InTime agencies connected to 1 instance of Xero. We will simply follow the steps above within each instance of RSM InTime.
Can I have multiple XERO companies connected to 1 instance of RSM InTime? Yes, you will need to ensure that the XERO User that is in use, has access to all of the XERO companies required. We will need to discuss with you on how to determine which invoice goes to which XERO company.
What information can feed back into RSM InTime? You can ask us to configure the connection to mark invoices as paid within RSM InTime once paid in XERO
If an agency is raising invoices in US Dollars or Euros, is the export in to XERO “in currency” or would it be in the base currency of the agency? See the customisations section, you can choose to export in the base currency only or the currency set against the invoice.