How to easily integrate Xero with TimeChimp and import customers, create invoices, and generate sales entries.
Table of contents
About Xero
Xero is a cloud-based accounting software package designed for small and medium-sized businesses. It provides a range of features and tools to streamline financial management processes, including invoicing, expense tracking, bank reconciliation, inventory management, payroll, and reporting.
Xero is known for its user-friendly interface, accessibility from anywhere with an internet connection, and integrations with other business software and applications. It aims to simplify accounting tasks and provide real-time insights into a company's financial health.
Activating the integration
To establish a connection with Xero, go to Settings (gear icon) in the main menu -> App Center and click on the Xero app. Activate the integration for free.
After activating, you will be automatically redirected to Xero to enter your login credentials.
After activating the integration, it's important to select the correct organization, enter the default product, and input the codes for the general ledger account and sales journal.
Also, ensure that the currency in Xero is the same as the chosen currency in TimeChimp (Settings -> Regional).
Importing customers
Once you have set up the integration, you can import your customers from Xero to TimeChimp. Go to your settings (via the gear icon) and click on import. Then easily and quickly import your customers from Xero.
The integration looks at the customer number. If your customer exists in both Xero and TimeChimp, make sure they have the same customer number (account number in Xero) so that the system can link the related entities.
Successful import? You will find the imported customers under Relationships -> Customers.
Do you want your customers to automatically appear in TimeChimp? Indicate this under Settings > Xero. If desired, your (new) customers will be automatically imported into TimeChimp every night.
Creating an invoice
You can easily create an invoice for all hours, expenses, and trips in Xero. Go to Reports -> Hours/Expenses/Trips, select the hours or expenses/trips, and choose Actions -> Create Invoice in Xero.
You can also invoice your customers/projects in Xero from Financial -> Uninvoiced. This can be useful for projects that have a subscription or fixed price as the billing method.
Creating a sales journal entry
If you want to use TimeChimp's invoicing module, create your invoice here and, after sending the invoice to the customer, create a sales journal entry in Xero.
You can do this under Financial -> Invoices (select the invoices) or from the invoice itself. Then choose Actions -> Create Xero Sales Journal Entry.
Note that the invoice must be sent before this button becomes visible.
If all goes well, you can find the created entries in Xero under "Journals".