Xero Accounting Integration
Connect Keito to Xero when you want Keito invoices and payment state to stay aligned with your accounting records without copying invoice details by hand.
Note: Only one accounting integration can be active at a time. If you are currently connected to QuickBooks, disconnect QuickBooks before connecting Xero.
Requirements
- A Keito Business plan subscription.
- A Xero account and organisation.
- Administrator access in Keito.
- Permission in Xero to authorise accounting integrations and create invoices.
What It Does
The Xero integration can:
- Copy Keito invoices into Xero.
- Create or link Xero contacts from Keito clients.
- Apply default revenue accounts, payment accounts, item codes, and tax types.
- Populate Xero tracking categories when configured.
- Align Keito invoice numbering with the latest Xero invoice number format.
- Keep invoice payment state aligned after payment is recorded or reconciled.
- Store sync status and errors on each invoice so failed syncs can be retried.
How It Works
Xero is a workspace-level accounting integration. A Keito admin authorises a Xero organisation, then Keito stores the Xero tenant and mapping IDs needed to keep invoices, contacts, and payment records linked.
Keito remains the place where teams track time, create invoices, and review invoice status. Xero remains the accounting ledger. When an invoice is copied, Keito sends the invoice, client/contact, line item, tax, account, item, and tracking details needed by Xero. After payment is recorded or reconciled in Xero, Keito can update the linked Keito invoice status.
Connect Xero
- Go to Settings > Integrations > Xero.
- Click Connect to Xero.
- Authorise Keito in Xero.
- Return to Keito and choose your Xero organisation.
- Configure default accounts, item code, tax type, and tracking category options.
- If prompted, sync invoice numbering from Xero.
The connection uses OAuth 2.0 with token refresh so you should not need to reconnect during normal use.
Configuration
| Setting | Purpose |
|---|---|
| Revenue account | Default account used for invoice revenue. |
| Payment account | Account used when payment records are copied or reconciled. |
| Default item code | Xero item code used when a line item does not have a more specific mapping. |
| Default tax type | Xero tax type applied to invoice lines. |
| Copy payments to Xero | Keeps payment records aligned for synced invoices. |
| Populate tracking categories | Sends configured tracking category data to Xero. |
| Invoice number sync | Starts Keito invoice numbers from the detected Xero format and latest number. |
Copying Invoices To Xero
- Create and finalise an invoice in Keito.
- Open the invoice detail page.
- Choose Actions > Copy to Xero.
- Keito creates the invoice in Xero using the configured accounts, tax type, item code, and contact mapping.
- The invoice detail page shows the Xero sync status.
When a Keito client has not been linked to a Xero contact, Keito creates or links the contact during invoice sync and stores the Xero contact ID for later invoices.
Payment Sync
For invoices copied to Xero, Keito can keep payment state aligned so you do not have to mark the same invoice paid in two places. When the payment is recorded or reconciled against the Xero invoice, Keito can update the corresponding Keito invoice status and payment information.
Use the payment account setting to make sure copied payment records go to the correct account in Xero.
Sync Statuses
| Status | Meaning |
|---|---|
| Not synced | The invoice has not been copied to Xero. |
| Pending | Keito is processing the sync. |
| Success | The invoice was created or updated in Xero. |
| Failed | Xero rejected the sync or a required setting is missing. |
If a sync fails, open the invoice or integration settings to review the error and retry after correcting the configuration.
Data And Permissions
Keito stores the Xero tenant, contact, invoice, and payment IDs needed to keep records linked. It does not make Xero the source of truth for your Keito time entries, projects, or expenses. The accounting sync only uses the invoice and payment data needed for accounting.
Disconnect Xero
- Go to Settings > Integrations > Xero.
- Click Disconnect Xero.
- Confirm the disconnect.
Disconnecting revokes the active OAuth connection and stops new invoice or payment syncs. Previously copied invoices, contacts, and payment records remain in both Keito and Xero. Keito keeps historical sync references for auditability, but it will not push new changes until Xero is connected again.
Troubleshooting
Connect button is unavailable
Confirm you are a Keito admin and your workspace is on a plan that includes accounting integrations.
Invoice sync fails
Check the revenue account, default tax type, item code, and contact details. Xero can reject an invoice when a required accounting field is missing or incompatible.
Payment status is not updating
Confirm the invoice was copied to Xero and the Xero invoice is reconciled or marked paid. Then refresh the integration status or retry the payment sync.
Duplicate invoices appear in Xero
Keito stores the Xero invoice ID after a successful sync. Before copying again, check the invoice sync status and retry the existing sync instead of creating a new invoice manually in Xero.