Xero integration: Process & Data flow

All of the information you need to successfully integrate Projectworks and Xero.

This section provides an overview of the integration, covering the process and data flow so you understand what happens when using the integration.

The integration is simple, doing two things:

  • Exporting invoices from Projectworks to Xero
  • Reconciling payment of invoices in Xero to Projectworks

Refer to the getting started with Xero article to connect to Xero and complete the necessary configuration.

Process Flow

The high level process flow that transfers data between Projectworks and Xero is shown below. Invoices which are published in Projectworks can be exported either individually, in groups or all for an office.

When importing the invoices into Xero, The Projectworks company name will be matched to the Xero Customer name. If they match, the invoices will be loaded against that customer. If there isn't a match, a new Xero customer will be created as part of the process. If a customer is duplicated in Xero (eg if the names are slightly different to Projectworks) you can merge the customers within Xero.

The invoices are imported as Drafts and then managed by the normal processes within Xero. the Debtors screen in Projectworks lists all invoices which have not been marked as paid, either manually within Projectworks, or through the reconciliation with Xero. The "reconcile from Xero" process within Projectworks checks the Invoice Number in Xero looking for payment details. If payment details (amount and date) are located, the invoice payment details will be updated in Projectworks. When an invoice has no money outstanding it will no longer be shown on the Debtors screen in Projectworks.

Projectworks and Xero process flow diagram

Data Flow Diagram

The integration of Projectworks and Xero is relatively simple, focusing on exporting Invoices (and associated data) from Projectworks through to Xero. Invoice payment data is pushed from Xero to Projectworks to allow the issued invoices in Projectworks to be reconciled with Xero. 

Reference data used

As part of the integration some data from Xero needs to be aligned to corresponding values in Projectworks. The following data from Xero will be presented to Projectworks for mapping to be established.

Xero Projectworks: Edit Office Mappings
Tax rate
  • The Tax Rates that exist for the Xero organisation will be listed in the "Xero Tax Name" field alongside each Tax Rate which has been set up in Projectworks.
  • The values can be selected to provide the mapping between the Projectworks value and the Xero value.
Accounts
  • The Accounts that exist for the Xero organisation will be listed in the "Xero Account Name" field alongside each GL Code which has been set up in Projectworks.
  • The values can be selected to provide the mapping between the Projectworks value and the Xero value.
Currencies
  • Currencies that are set up in Projectworks are listed, and if they also exist in Xero, they will show as "yes" for Exists in Xero

Transaction data

The process of exporting invoices from Projectworks to Xero, and reconciling invoice payments from Xero to Projectworks requires a 2-way flow of data. Essentially, the export of invoices from Projectworks will result in invoices being created within customers in Xero.

Should an exported invoice be for a customer that does not exist (or can't be matched) in Xero, a new customer and contact will be created in Xero. The only data that flows from Xero to Projectworks is the payment details for exported invoices (payment date and amount).and a Xero reference.

Mapping of Projectworks data to Xero