Using Coreloops with Xero

Once you've setup your Xero integration you can now start to create and upload financial documents such as purchase orders, invoices and receipts. All of these documents will be synced with your Xero account automatically unless you choose otherwise.

Written By Gabriel Makinwa

Last updated 14 days ago

How your Coreloops data is synced with Xero

Managing your Contacts

You can manage all of your contacts in the directory tab. To import your existing contacts, head over to your Xero integration settings. Set the direction to Xero from Coreloops, then click Save and Sync settings. This will pull in all of your up-to-date contacts in Xero.

Suppliers: This is a contact associated with one of your suppliers. In most cases, this will just be the supplier's name and may not contain further contact details like email address, phone number etc. Xero defines a supplier as any contact or company that you've received a bill from in the past.
Customers: This is a contact associated with one of your customers. Similar to a supplier this might just be the company that you invoice for your services.
Contacts: This is a contact that has no association with a customer or a supplier.

All imported contacts will be added to the contacts tab and then either suppliers or clients based on their association in Xero. Contacts that have details such as email addresses, phone numbers, Tax rates etc will be pulled into their contact profiles. You can edit these details by clicking edit from the action menu beside their name. Any changes to the contact details will be synced back to Xero. You can choose to turn off syncing for specific contacts, customers or suppliers by checking the "Don't sync to Xero" option on their edit details page.

Document Sync Settings

When syncing documents to Xero, you can choose which status a document is mapped to based on the status in Coreloops at the time of syncing.

For each of the following document types, you can configure how statuses are mapped and how documents are synced.

Invoices (sales & purchases) - Sync status settings

Coreloops Status	Xero Status	Notes
Draft	Draft	Sync as draft: Select this option if you want the invoice to be synced to Xero as a draft invoice when the status is updated to draft in Coreloops. Note: When you create a new document in Coreloops. It automatically defaults to draft status. Once the required fields are updated, it automatically updates to Pending. To sync to Xero as a draft, you'll need to update the status back to draft. Don't Sync: Select this option if you don't want draft invoices to automatically sync. You can choose to sync this document manually by clicking sync document in the bottom right-hand corner in the view document page.
Pending	Awaiting Approval	Sync as Awaiting Approval (Submitted): Select this option if you want the invoice to be synced to Xero as Awaiting Approval when the status is updated to draft in Coreloops. Don't Sync: Select this option if you don't want draft invoices to automatically sync. You can choose to sync this document manually by clicking sync document in the bottom right-hand corner in the view document page.
Approved	Awaiting Approval OR Awaiting Payment	Sync as Awaiting Approval: Select this option to have the invoice synced to Xero as Awaiting Approval when the status is updated to Approved in Coreloops. This will require an additional approval in Coreloops before it can be paid. Sync as Awaiting Payment: Select this option to have the invoice synced to Xero as Awaiting Approval when the status is updated to Approved in Coreloops. You will then be able to mark an invoice in Xero as paid. Don't Sync: Select this option if you don't want Approved invoices to automatically sync. You can choose to sync this document manually by clicking sync document in the bottom right-hand corner in the view document page.
Paid	Paid	Sync as Paid: Select this option to sync the invoice to Xero as a paid when the status is updated to paid in Coreloops. Note: When a document is marked as paid in Xero you can no longer make any edits to the document. To edit the paid document in Xero you will need to mark it as void and then resync a new copy of the bill. Don't Sync: Select this option if you don't want paid invoices to sync automatically to Xero. You can choose to sync this document manually by clicking sync document in the bottom right-hand corner in the view document page.

Purchase Orders - Sync status settings

Coreloops Status	Xero Status	Notes
Draft	Draft	Sync as draft: Select this option if you want the purchase order to be synced to Xero as a draft purchase order when the status is updated to draft in Coreloops. Note: When you create a new document in Coreloops. It automatically defaults to draft status. Once the required fields are updated, it automatically updates to Pending. To sync to Xero as a draft, you'll need to update the status back to draft. Don't Sync: Select this option if you don't want draft invoices to automatically sync. You can choose to sync this document manually by clicking sync document in the bottom right-hand corner in the view document page.
Pending	Awaiting Approval	Sync as Awaiting Approval (Submitted): Select this option if you want the invoice to be synced to Xero as Awaiting Approval when the status is updated to draft in Coreloops. Don't Sync: Select this option if you don't want draft invoices to automatically sync. You can choose to sync this document manually by clicking sync document in the bottom right-hand corner in the view document page.
Approved	Awaiting Approval OR Awaiting Payment	Sync as Awaiting Approval: Select this option if you want the invoice to be synced to Xero as Awaiting Approval when the status is updated to Approved in Coreloops. This will require an additional approval in Coreloops before it can be paid. Sync as Awaiting Payment: Select this option to have the invoice synced to Xero as Awaiting Approval when the status is updated to Approved in Coreloops. You will then be able to mark an invoice in Xero as paid. Don't Sync: Select this option if you don't want Approved invoices to automatically sync. You can choose to sync this document manually by clicking sync document in the bottom right-hand corner in the view document page.
Billed	Billed	Sync as Billed: Select this option to have the invoice synced to Xero as a draft invoice when the status is updated to draft in Coreloops. Don't Sync: Select this option if you don't want purchase orders marked as billed to automatically sync. You can choose to sync this document manually by clicking sync document in the bottom right-hand corner in the view document page.

Credit Notes - Sync status settings

Coreloops Status	Xero Status	Notes
Draft	Draft	Sync as draft: Select this option if you want the credit note to be synced to Xero as a draft credit note when the status is updated to draft in Coreloops. Note: When you create a new document in Coreloops. It automatically defaults to draft status. Once the required fields are updated, it automatically updates to Pending. To sync to Xero as a draft, you'll need to update the status back to draft. Don't Sync: Select this option if you don't want draft invoices to automatically sync. You can choose to sync this document manually by clicking sync document in the bottom right-hand corner in the view document page.
Pending	Awaiting Approval	Sync as Awaiting Approval (Submitted): Select this option to sync the credit notes to Xero as Awaiting Approval when the status is updated to draft in Coreloops. Don't Sync: Select this option if you don't want pending invoices to automatically sync. You can choose to sync this document manually by clicking sync document in the bottom right-hand corner in the view document page.
Approved	Awaiting Approval OR Awaiting Payment	Sync as Awaiting Approval: Select this option if you want the credit note to be synced to Xero as Awaiting Approval when the status is updated to Approved in Coreloops. This will require an additional approval in Coreloops before it can be marked as paid. Sync as Awaiting Payment: Select this option to have the credit note synced to Xero as Awaiting Approval when the status is updated to Approved in Coreloops. You will then be able to mark an invoice as paid in Xero. Don't Sync: Select this option if you don't want Approved creidt notes to automatically sync. You can choose to sync this document manually by clicking sync document in the bottom right-hand corner in the view document page.
Paid	Paid	Sync as Paid: Select this option to sync the credit note to Xero and mark it as paid when the status is updated to paid in Coreloops. Note: When a document is marked as paid in Xero you can no longer make any edits to the document. To edit the paid document in Xero you will need to remove the payment mark it as void and then resync a new copy of the bill. Don't Sync: Select this option if you don't want paid invoices to sync automatically to Xero. You can choose to sync this document manually by clicking sync document in the bottom right-hand corner in the view document page.

Linking cost codes to the Chart of Accounts in Xero

One of our most useful features on Coreloops is the ability to connect your project cost codes e.g. E005 - electrical containment or SUB002 - Drylining to the relevant chart of accounts (nominal codes) e.g. "Cost of Sales" in Xero. This enables you to allocate your purchases and costs to detailed cost codes in Coreloops and have them automatically synced to Xero with the right chart of accounts and tax details pre-filled. This will save your admin team hours in double data entry into Xero and then again into project cost reports.

You can link your cost codes to accounts in Xero in project settings.

Connect Cost Codes to Chart of Accounts

When syncing your purchases to Coreloops, you can configure which Xero accounts they are synced to by connecting your cost codes.

Head over to Xero settings, then click on the Cost Settings Tab

Click on the Xero Code box for each cost code

Select which chart of accounts each cost code should be synced to. By syncing a cost code to a chart of accounts, each document (or part of it) assigned to this cost code will be sent into Xero and categorised to the respective account.

Note: You can also set a default account that all cost codes that have not been mapped will be linked. For example, if you create a new cost code and it hasn't been linked to an account, any document line items linked to that cost code will be synced to Xero against the default account, e.g., Cost of Goods Sold or Suspense.

You can also repeat the same process for sales invoices. This will enable you break down your sales invoices by cost code but link them to one chart of accounts in Xero e.g. Sales or Services.

CIS Settings

Syncing Purchases to Xero

To sync your purchase to Xero simply review and approve your uploaded purchases. Allocate the purchase to a project and cost code before approval. Check all of the details are correct. Once approved the purchase will be sent to Xero as an unpaid bill. All of the relevant fields will be filled in with the information approved in Coreloops.

Coreloops Field	Xero Bill Field
Document Type
Project
Cost Code	Linked chart of accounts
Invoice Number	Reference
Purchase Order Number
Company (Supplier)	From
Cost Title	-
Currency	Currency ( if multi-currency is enabled)
Issue Date	Date
Due Date	Due Date
Subtotal	Subtotal
Tax Exclusive or Inclusive	Amounts are
VAT	VAT
Discount	Discount
Retention	not sent
CIS Amount	Sent as a line item deduction
Total	TOTAL
Total Paid	Less Payment
Net Amount Due	Amount Due
Line items - individual line items are only sent when you split costs
-	Item
Item Description	Description
Quantity	Quantity
Unit Price	Unit price
Cost code	Account (linked accounts)
VAT Rate	Tax Rate
Amount	Amount
CIS Type	Not sent
CIS rate	Not sent
CIS Amount	Sent as a line item deduction