FAQs on managing the Xero integration

Here are answers to some of the frequently asked questions about managing the integration between Projectworks and Xero.

Frequently asked questions

If you have a question that isn't covered please email support@projectworks.io and the team will help you.

How do I disconnect from Xero?

The connection can be disconnected either from within Projectworks, or from within Xero.

Disconnecting via Projectworks

Follow these steps to disconnect the Xero connection from within Projectworks

  • The connection to Xero is managed on the "Admin - Integration - Accounting" page in Projectworks. To disconnect a Xero organisation from a Projectworks Office click the "Disconnect from Xero" button. This will disconnect all Xero organisations that were connected.
  • When Xero is disconnected from Projectworks, the options to "Export" and "Reconcile from Xero" will no longer be available.How to disconnect from Xero in Projectworks

Disconnecting via Xero

Projectworks is a third party app which can be disconnected from within Xero. The following steps are to be performed in Xero to disconnect Project Works.

  1. Click on the organisation name, select Settings, then click Connected Apps.
  2. On the Connected tab, click Disconnect App next to the Projectworks.
  3. Click Disconnect App to confirm.

When the Projectworks app has been disconnected from Xero the options to "Export" and "Reconcile from Xero" will no longer be available in Projectworks. 

Refer to the official Xero help article for more information about connected apps.

What doesn’t your integration do?

Well it doesn't make coffee for you.

The integration is pretty basic, with the focus on taking invoice data from Projectworks and getting it into Xero. It will also reconcile invoice payments in Xero with invoices in Projectworks. Currently that is "all" it does.

  • It won't export any invoices from Xero into Projectworks.
  • It won't update invoice payment information in Xero with payment information from Projectworks.

Only invoices that have been exported from Projectworks will have payment information from Xero updated in the reconciliation process.

How does the data synchronization work?

Data is manually synchronized between the systems. The processes are initiated within Projectworks to export invoices to Xero, or to reconcile invoice payments from Xero.

No processes are initiated from within Xero.

Xero has a default tax type set, will Projectworks use that?

Yes. You control the mapping of Tax Types in Projectworks to Tax Rates in Xero. If you want your data in Xero to be based on the default tax rate you have set up in Xero you can leave all the Tax Type mappings blank. When invoices are imported into Xero each invoice line will use the default Tax Rate that has been set in Xero.

What happens if the Xero credentials change?

If the credentials that were entered when establishing the connection from Xero to Projectworks are changed (becoming invalid) then the connection will no longer work. Attempting to export invoices or reconcile payments from Project Works will fail. 

What happens if there is a GL Code in Projectworks that isn't mapped to a Xero account?

It is OK to have GL Codes in Projectworks that aren't mapped to an account in Xero. However, if an invoice line is for a GL Code which isn't mapped to a Xero account the export for that invoice will fail.

The export will only bring in invoices where all invoice lines correctly map from a Projectworks GL Code to a Xero account.

Invoices must pass validation to be exported to Xero

What happens if you export an invoice in a currency that doesn't exist in Xero?

It is possible to have different currency lists in Projectworks and Xero. However, only invoices for a currency which exists in Xero can be exported.

The export will only bring in invoices for a currency that exists within the Xero organisation.

Only invoices for a currency which exists in your Xero organization can be exported

What happens if you export an invoice that includes a Tax Type that doesn't exist in Xero, or isn't mapped to a Xero Tax Rate?

It is possible to have different Tax Type lists in Projectworks and Xero. However, only invoices which have Tax Types which exist in Xero (or are mapped to a Xero Tax Rate) can be exported.

The export will only bring in invoices where all invoice lines correctly map from a Projectworks Tax Type to a Xero Tax Rate.

Only invoices which have all lines mapped to correct accounts in Xero can be exported

Can an invoice be exported more than once?


Yes and no.

No: When an invoice is successfully exported to Xero, a "Xero Invoice Reference" will be added to the meta data of the invoice in Projectworks. This reference number is used for maintaining the relationship for that invoice between Xero and Projectworks. 

A Projectworks invoice can not be re-exported to Xero if the reference number is populated.

Yes: If for any reason you need to re-export a Projectworks invoice to Xero you will need to remove the "Xero invoice reference" from the meta data of the Projectworks invoice. The invoice will able to be exported again.