Xero Sync: FAQ

Below are answers to frequently asked questions about Xero Sync.

Xero Sync

  • Chart of Accounts are a 2-way sync
  • Sales Tax is a one way sync from Xero to Bill.com
  • Tracking Categories (Locations & Departments) are a 2-way sync*, as long as the Tracking Categories are named "Location" and "Department" in Xero
  • Bills are a 2-way sync, and can be edited in either Xero or Bill.com
  • Vendor Credits are a 2-way sync
  • Funds Transfers are a 1-way sync from Bill.com to Xero
  • Bank Account Balance syncs from Xero to Bill.com
  • Bills in Xero contain a link, which takes you directly to the corresponding bill in Bill.com and opens in a separate tab
  • AR payments in Bill.com will only sync to Xero if applied to an invoice; overpayments/unapplied payments will not sync to Xero.
  • Auto Sync runs approximately 24 hours after your most recent sync. This timeframe is not adjustable.
  • Fast, single-click reconciliation for all bills paid on the same day.
  • Contacts connected to Bill.com will be a part of a custom group called Sync to Bill.com Vendors and/or Sync to Bill.com Customers
  • Bills will sync over as Approved
  • Tax IDs for vendors are a 2-way sync
  • A Sync Menu icon is available from any page in Bill.com, located at the top of your screen
  • Creating and updating of locations and departments will sync from Xero to Bill.com and/or Bill.com to Xero. Deletions made to these items, however, will not sync in either direction, they must be deleted manually in both systems.

FAQs

What syncs and what doesn't?

Xero sync image

Why didn’t my Contacts sync to Bill.com?

Contacts may not come over to Bill.com because Xero has not categorized the contact yet. This is usually due to the contact not having any transactions. A quick way to resolve this is to add the contact to one or both of the following groups in Xero:

  • Sync to Bill.com Vendors
  • Sync to Bill.com Customers

Why didn’t my Contact's address or phone number sync to Bill.com?

  • In order to sync to Bill.com, the contact address in Xero must be specifically in the "Postal Address" section.
  • The contact phone number must be in the dash format (xxx-xx-xxxx) and should be in the Phone field, not the Mobile field in order to sync to Bill.com.

Why didn’t my Tracking Categories show up?

The only Tracking Categories that sync between Bill.com and Xero are Location and Department; any other tracking category will not sync. If the tracking categories are Departments and Locations and they are still not syncing, it is possible that you have not correctly named the Tracking Categories in Xero. Please make sure that you use the names Department and/or Location (no 's' at the end) to ensure they sync properly. These category names are case-sensitive.

Updates to these items will sync between both systems. Deletions made to these items, however, will not sync in either direction, they must be deleted manually in both systems.

In Xero - To add a Location

  1. Click Settings
  2. Click General Settings
  3. Click Tracking
  4. Click Add Tracking Category
  5. Enter the category name: "Location" (must be 'Location', or it will not sync over)
  6. Add the different location names as category options
  7. Click Save

In Xero - To add a Department

  1. Click Settings
  2. Click General Settings
  3. Click Tracking
  4. Click Add Tracking Category
  5. Name the category name: "Department" (must be 'Department', or it will not sync over)
  6. Add the different department names as category options
  7. Click Save

Why don’t some of my bill/invoices from Xero show up in Bill.com?

There are a few reasons why some bills and/or invoices are not showing up in Bill.com:

  • Only unpaid Bills and invoices will sync from Xero to Bill.com. We do not sync historical Paid bills and invoices.
  • Bills/invoices in Draft status in Xero do not sync to Bill.com
  • Only USD Currency is supported by Bill.com; bills and invoices in other currencies will not sync to Bill.com
  • Bill and Invoice Numbers are required in order for bills/invoices to sync from Xero into Bill.com

Why doesn’t my bank account sync over to Xero from Bill.com?

Because of Xero's unique bank account setup, bank accounts can only be created in Xero and then synced over to Bill.com.

How do I reconcile my Bill.com payments?

See our article on Xero: Reconciling the bank account.

How do I track payments made outside of Bill.com?

  1. Locate the bill in Bill.com
  2. Click More actions
  3. Click Mark as paid

On the following screen, there will be the option to either sync this payment into Xero, or mark the payment not to sync.

How do I track credit memo or vendor credit application?

Vendor credits and credit memos must be applied manually in both Bill.com and Xero.

Why do my bill sync as "Awaiting Payment"?

By default, all Bills sync as Authorized into Xero.

How do I stop bills/invoices syncing from Xero?

By default, transactions have a 2-way sync. To enable sync for transactions to ONLY sync from Bill.com to Xero, please contact Customer Support.

How can I view my bill documents from Xero?

Documents do not sync from Bill.com to Xero.

How and where do I sync?

Syncs are initiated from within Bill.com, in one of the following options:

  • Click the sync icon at the top of your Bill.com account or
  1. Click the gear icon
  2. Under Sync, click Sync Now

Do I have to sit and wait for the sync to finish?

You can leave the sync screen at any time and continue to work in Bill.com. The sync icon at the top of any screen in Bill.com will show the current sync's progress.

Do I need to sync manually every time?

While you can sync manually at any time, the sync automatically runs approximately 24 hours after the most recent sync.

Why don’t I see my uploaded documents in Xero?

Click the link from a Xero invoice to view the bill and supporting invoice in Bill.com. Documents do not sync between Bill.com and Xero.

How do I resolve sync errors?

Many sync errors can be resolved on your own. Try pasting the error into the search bar above, to find an article relating to your sync error. Follow the steps to troubleshoot and clear it. If the errors persist, please contact Customer Support.

If you do not see the described feature available in Bill.com, you may not have access to the feature based on permissions for your role and/or your plan does not have this feature. If you wish to get access to the feature, please review the available plans for Bill.com and upgrade accordingly or contact the Administrator of your Bill.com account. Changes in monthly user fees may apply.