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  3. Xero

Xero integration with mattero configuration includes the following:

  • Connecting to your Xero account
  • Selecting the account for time records
  • Selecting the account for expenses
  • Selecting the tax rate for GST-free expenses
  • Changing the Invoice description format when viewed in Xero
  • Changing the Invoice reference format when viewed in Xero
  • Resetting the Organisation details
    (For more information, see Remove Xero Integration - Change Organisation.)

Please note, you must have a Xero account to integrate with mattero before proceeding.

Contents

Connect to your Xero Account

To connect to your Xero account:

  1. On the sidebar, select System (Settings_Icon.png).
  2. Under Time & Costing, select Invoice and Xero Settings.

1_-_Invoice_and_Xero_Settings.png

  1. On the Xero Sync Setup tab, select Connect to Xero.

2_-_Connect_to_Xero.png

  1. Log in to your Xero account when prompted.

3_-_Xero_Login.png

After logging in to your Xero account, confirm the correct Organisation and profile have been selected, then select Allow Access.

4_-_Allow_Xero_Access.png

Please note, you can also connect a Demo Company to test any Xero features before connecting to your Organisation.

You will be re-directed back to mattero, where the following settings must be configured before proceeding:

Organisation
A list of your Organisations in Xero that you can integrate with mattero.

Account for Time Records
A chosen account to record Time Records (derived from Xero's Revenue accounts). 

Account for Expenses
A chosen account to record Expenses (derived from Xero's Revenue and Expense accounts).



Select entries for these fields from the dropdown lists that appear; when all fields are filled, select Save.

Please note, the following settings can also be configured at this time by selecting the Advanced tab, however these are not required to proceed:

Tax Rate for GST-Free Expenses
Defines a tax rate for Expenses calculated with a GST-free setting on an Invoice. (Derived from any active tax rates with a 0% tax rate that can be applied to Revenue accounts or Expense accounts.)

Tax Rate for GST-Free Time Records
Defines a tax rate for Time Records calculated with a GST-free setting on an Invoice. (Derived from any active tax rates with a 0% tax rate that can be applied to Revenue accounts.)

Select entries for these fields from the dropdown lists that appear as needed; when all fields are filled, select Save.

Further, once the above fields have been configured, the following fields will also be available:

Description Format in Xero
The information shown on an Invoice line item's description, and the order in which it appears.

Invoice Reference Format in Xero
The information shown in an Invoice's reference field, and the order in which it appears.

Time Frame to Sync Payments
When syncing all Invoices, this checks Invoices for Payments issued up to a set date prior to the sync. (This setting does not apply if syncing individual Invoices, or all Invoices on a Matter.)

For more information on how to configure these settings, see below. All settings shown here can also be changed or updated at any time, with the exception of Organisation.

Organisation can be changed by selecting Remove Xero Sync and reconnecting Xero to mattero, however this will remove the link between Invoices and Payments with Xero. This action cannot be undone and the links cannot be restored.

Related Topics

Invoice Number Format
Synchronise Invoices with Xero


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Configure Accounts

If a Time Record on an Invoice has been calculated with no GST, when it is synced with Xero its tax rate will need to be defined.

To configure this:

  1. On the sidebar, select System (Settings_Icon.png).
  2. Under Time & Costing, select Invoice and Xero Settings.

1_-_Invoice_and_Xero_Settings.png

  1. On the Xero Sync Setup tab, select Tax Rate for GST-Free Time Records, and select BAS Excluded or GST Free Income, then select Save.



If an Expense on an Invoice has been calculated with a GST-Free setting, when it is synced with Xero its tax rate will need to be defined.

To configure this:

  1. On the sidebar, select System (Settings_Icon.png).
  2. Under Time & Costing, select Invoice and Xero Settings.

1_-_Invoice_and_Xero_Settings.png

  1. On the Xero Sync Setup tab, select Tax Rate for GST-Free Expenses, and select BAS Excluded or GST Free Income, then select Save.



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Change the Xero Description Format

When you synchronise Invoices with Xero, you can also configure the Invoice Cost Transaction description.

To change the Xero description format:

  1. On the sidebar, select System (Settings_Icon.png).
  2. Under Time & Costing, select Invoice and Xero Settings.

1_-_Invoice_and_Xero_Settings.png

  1. On the Xero Sync Setup tab, select Edit under Description Format in Xero.

5_-_Change_Description_Format.png

  1. Drag and drop variables to and from the Available Variables and Description sections.

    Please note, descriptive variables (such as Date or Description) can only be used once, but the New Line or Hyphen (-) variables can be used multiple times.

6a_-_Set_Xero_Description_Format__Cursor.png

  1. Select Save. (All new Invoices in Xero will now use the updated description format.)

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Change the Invoice Reference Field

When you synchronise Invoices with Xero, any Invoices brought over from mattero show information relevant to the Invoice (such as the Matter number, Matter title, or assigned lawyer) in the Reference field.

This field shows as a column in the Invoices list and in the reference field of an individual Invoice. This is a configurable field, helpful for finding Invoices.

To change the Xero Invoice reference format:

  1. On the sidebar, select System (Settings_Icon.png).
  2. Under Time & Costing, select Invoice and Xero Settings.

1_-_Invoice_and_Xero_Settings.png

  1. On the Xero Sync Setup tab, select Edit under Invoice Reference Format in Xero.

7_-_Change_Invoice_Reference_Format.png

  1. Drag and drop variables between the Available Variables and Invoice Reference sections.

    Please note, the Trust Credit Amount variable cannot be used with any other variable.

    This variable displays any money taken from your organisation's Trust account to make a full or partial payment for an Invoice. In Xero, this amount will display within the Reference field on an Invoice.

    Further, if this variable is selected, the Matter Number, Matter Title and Lawyer variables will be automatically added as an additional field in the Description column of the last row of the Invoice's transactions. 

8a_-_Set_Xero_Invoice_Reference_Format__Cursor.png

  1. Select Save. (All new Invoices in Xero will now use the updated Invoice reference format.)



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Displaying Trust Credit Amounts in Xero Invoices

Invoices created in Xero can display a variety of information via custom fields.

When creating a custom Invoice template in Xero, you can copy and paste the following code into a field to display the Trust Credit amount in the Xero Invoice:

{ MERGEFELD Reference \# "$#0.00" \* MERGEFORMAT }


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Set a Time Frame to Sync Payments

When syncing all Invoices, you can automatically check Invoices for any Payments issued during a set number of months prior to your current sync. Please note, this setting will not apply if you are syncing individual Invoices, or all Invoices on a Matter.

To set the time frame:

  1. On the sidebar, select System (Settings_Icon.png).
  2. Under Time & Costing, select Invoice and Xero Settings.

1_-_Invoice_and_Xero_Settings.png

  1. On the Xero Sync Setup tab, select Time Frame to Sync Payments (in months). Enter the number of months as needed, then select Save.



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