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Xero integration

RecSphere can connect financial and payroll-related records to Xero where the integration is configured for your workspace.

The exact sync behaviour depends on your agency setup, permissions and the type of record you are working with.

Where Xero appears​

Xero-related fields and actions can appear in:

  • Client Financials
  • Candidate Financials
  • Payroll runs
  • Payroll Invoices
  • Payroll Bills
  • Financials Invoices

Client Financials​

Client Financials can include Xero customer information and a Sync with Xero action.

Check the client Financials tab before exporting invoices or linking client accounting records.

After linking, the Financials tab may show a Xero customer ID and synced status. Use this to confirm that RecSphere is connected to the expected Xero record.

Candidate Financials​

Candidate Financials can include Xero supplier and payroll-related fields, especially for contractor, supplier or AU payroll workflows.

Fields can include legal entity, ABN/ACN, payment terms, purchases tax rate, purchases account and supplier bill settings.

Payroll runs​

Payroll runs may show:

  • Export All to Xero
  • Xero Invoice
  • Xero Bill
  • validation checks before export

Before exporting, review payroll items, invoices, bills and payslips.

In contract finalisation workflows, RecSphere may also ask whether to create a new Xero customer or supplier, or select an existing one. This step is important because the contract, timesheets, invoices and bills need to point at the correct accounting records.

Confirm before exporting

Exporting to Xero can create or update accounting records. Check the run, validation results and your internal approval process before using export actions.

Fixing Xero reference issues​

If Xero information is missing or unexpected, check:

  • whether Xero is connected for your workspace
  • whether you have permission to use the integration
  • client financial setup
  • candidate financial setup
  • invoice or bill status
  • payroll run export status
  • validation messages

If a validation message says that a Xero contact has too many contact persons or email addresses, review the client financial contacts and invoice recipients. Xero limits how many contact people can be held against a single contact, so only the contacts needed for invoicing or contract processing should be pushed through.

  • Client Financials
  • Candidate Financials
  • Payroll Overview
  • Payroll Invoices, Bills and Payslips
  • Financials Invoices