Push invoices to Xero

If your organisation uses Xero for its books, you can push a generated invoice batch straight into Xero as draft invoices, so your bookkeeper never has to re-key it. Once a batch has been pushed, a second button checks Xero for payments and marks the matching batches Paid here. Both actions only appear once your organisation is connected to Xero.

Connect Xero first

Push to Xero and Sync Xero payments are hidden until your organisation is connected to Xero. Connecting is a one-off step under Account ›Integrations , and is only available to the account owner. See Set up your organisation for the connect steps.

What gets pushed

Pushing groups the batch’s charge rows by participant and billing contact, and creates one Xero draft invoice per group, so a batch billed to several plan managers or several participants creates several invoices. Where there is more than one, they share the batch’s invoice number with -2, -3 and so on appended after the first. Each Xero invoice is created with:

Xero field	Comes from
Contact	The invoice recipient’s name (the service agreement’s invoice contact, or the participant if there isn’t one).
Reference	The participant’s NDIS number, when known.
Date / Due date	The batch’s invoice date, plus your invoicing payment terms.
Status	DRAFT - nothing is sent to the payer from Xero.
Line items	One per charge row, with the support item number in the description, and GST mapped from the row’s GST code: P1 to 10% GST, P5 to BAS excluded, and P2 (or a missing code) to GST-free.
Account code	Your connected Xero organisation’s default sales account (code 200, or its first active revenue account), so your accountant can reassign it later if needed.

Sync Xero payments

Above the Invoice batches table, the Sync Xero payments button checks every batch you have pushed to Xero that is not yet Paid or Void, and asks Xero for their current status. Select it, and while it runs the button disables and its icon spins.

A batch is only marked Paid once every Xero invoice created from it shows as paid in Xero (a batch pushed as several invoices needs all of them settled). When that happens, OneForce Care records the payment automatically: Reference is set to Xero, Notes lists the Xero invoice number(s), and the payment date is taken from Xero’s paid date. It appears in Payment history exactly like a manually recorded payment, and the batch flips to Paid.

On success the toast reads N batch(es) marked paid from Xero., or No new Xero payments found (N unpaid pushed batch(es) checked). if nothing had changed. Sync never pushes anything new to Xero, and it has no effect on a batch you haven’t pushed yet.

Who can push and sync

Connecting or disconnecting Xero is owner-only. Pushing a batch and syncing payments are stricter still than the rest of this page: today only the account owner or an admin can actually complete them, even though the icon and button are visible to anyone who can open Payments. A custom staff role cannot be granted this access from Roles & Permissions, no matter what payments permissions it has. If a staff member tries anyway, they see You do not have permission to push invoices for this provider. (or …to sync Xero payments for this provider. for the sync button).