Push invoices and reconcile Xero

Connect Xero under Account > Integrations and enable the Xero integration and invoicing feature. Connection is an owner/settings action; exporting and reconciliation still require the relevant finance permissions. See Connect Xero before the first export.

New invoices export in the background

When connected and enabled, generating eligible non-NDIA invoices in Billing queues their Xero export. Billing confirms generation and stays open. The export continues in the background even after you close that review. In Finance > Invoicing, the cloud action shows progress or a failure. Read its tooltip for the next step.

New exports create draft Xero invoices. Review their recipient, dates, lines, inclusive prices, account and tax treatment in Xero before authorising or sending them. NDIA bulk claims are excluded; download their outgoing claim file and use the NDIS claiming process.

Send an existing invoice

Connecting Xero does not automatically send every old document. An existing invoice is eligible for its first export only when it is fully unpaid and has no payment or credit history. Existing credits remain in OneForce and cannot be sent as historical exports. A fully reversed or settled invoice is not made eligible by deleting a visible receipt.

1. Open Finance > Invoicing and find the invoice by reference and participant.
2. Check its balance, payment history and linked credits. Hover the cloud action to read any export restriction.
3. For an eligible invoice, select Push to Xero in the row’s Action column. It starts the export immediately.
4. Read the result and inspect the created draft in Xero. An export already underway or completed is disabled; a failed export offers a retry with its error.

Retry the same export after resolving its problem. Partial successes keep their existing Xero documents. Do not create another invoice manually to overcome an uncertain export result or duplicate-number message.

What the export preserves

The export uses the issued recipient, invoice date, due date, support lines, quantities, prices and tax treatment. Changing a participant contact or current payment terms does not rewrite an issued invoice. Older multi-document invoices can have several linked Xero documents.

Amounts remain GST-inclusive. P1 uses GST on income, P2 GST-free income and P5 BAS excluded. The sales account is selected from the connected organisation, preferring an active revenue account 200 and otherwise another active revenue account. If no account can be selected, complete the account coding in Xero before approving the draft.

Reconcile with Sync to Xero

1. Record or correct the payment, credit or deposit allocation in Xero. Once an invoice is admitted to Xero export, enter its cash there rather than creating another local receipt.
2. In OneForce, select Finance > Invoicing > Sync to Xero.
3. Wait for completion, read any error, and reopen the invoice’s Details and Payments tabs.
4. Compare Cash received, Credits applied, Outstanding and any Overpaid amount with the actual events. Payment cash uses its real date; a credit allocation settles a balance without being cash.

Sync reconciles individual payments, explicit payment removals, credit allocations, prepayments, overpayments and applicable refunds. A partial payment can show Part paid. Removing a payment can reopen a balance. It does not turn every balance reduction into cash or wait until the full invoice is paid to acknowledge a genuine partial payment.

Automated checks also run approximately every 30 minutes while the integration is enabled and connected. The button requests a check sooner. A failure message can refer to one document after earlier documents completed. Refresh and inspect the affected records; do not assume every update rolled back.

Correct invoice lines and credits

Create an eligible line credit in OneForce and inspect its returned Billing charge. For an unchanged unpaid Xero draft, credit synchronisation removes the credited draft lines or deletes an entirely credited draft. For an Authorised or Paid original, it prepares a separate draft Xero credit note. Review and authorise that credit in Xero, then sync to reconcile the allocation.

If the original was changed in Xero or no longer matches the issued invoice, synchronisation stops. Reconcile the actual documents before retrying. A saved local credit remains saved when its Xero step fails. Do not create the credit again. See Create a credit and correct an invoice.

Cancelled or missing Xero documents

A verified unused invoice deleted or voided in Xero can be cancelled locally and return its original charges to Billing. This is guarded by complete linked-document and history checks. Payment or credit history, a partly cancelled multi-document invoice, missing evidence or an altered original can prevent it. An invoice fully credited through OneForce is handled without returning the same charges twice.

Do not treat a missing Xero lookup as authorisation to recreate or void a document. Read the stated failure, inspect Xero and its related documents, and reconcile before retrying. Disconnecting does not delete anything already in Xero. Local voiding of linked invoices remains protected.

If access or connection fails

Ask an authorised owner to check Account > Integrations connection checks. Invoicing and Payroll are checked independently. Reconnect when renewed consent is required and confirm you are using the original organisation for linked history. Connection alone does not make every record or user eligible to push or sync.

Check the hand-off and its result

Treat the cloud state and the local invoice balance as different checks. A queued or completed export describes delivery to Xero; it does not show that the customer has paid. A local invoice can remain outstanding after its draft has exported successfully.

For example, when Mavis’s $100 invoice exports, verify the draft recipient and $100 lines in Xero before approving it there. If $40 is later received, record that actual receipt in Xero and sync. Reopen OneForce’s invoice to compare the $40 cash and $60 outstanding. If sync reports a failure, inspect the named document and any successful earlier updates before retrying; do not add a local receipt to force the displayed total.