Xero accounting sync

Integrations8 min read

Workspace administrators can link Settings → Integrations → Accounting with Xero to push financial data into Xero while quotes and estimates stay in SiteHut until you issue invoices.

SiteHut prepares operational finance records for the job: approvals, supporting evidence, supplier/subcontractor context, invoice detail, and audit trail. Xero remains the accounting ledger and the place to complete statutory accounting, supplier payment, CIS filing, VAT/tax review, reconciliation, and accountant adjustments.

What syncs

SiteHut	Xero
Directory customers	Contacts (customers)
Directory partners / suppliers	Contacts (suppliers)
Jobs	Tracking category option ("SiteHut Jobs")
Issued invoices	Sales invoices (ACCREC)
Approved expenses	Bills (ACCPAY)
Recorded payments	Payments (when synced)

Quotes and estimates remain in SiteHut until they become issued invoices.

Setup (workspace user)

1

Open Integrations

Go to Settings → Workspace settings → Integrations and find Accounting with Xero.

2

Connect and authorise

Click Connect to Xero and sign in to the Xero organisation you use for accounts.

3

Choose sync behaviour

Optionally enable Automatic sync so issued invoices and approved expenses queue in the background.

4

Backfill or sync individually

Use Sync on a single invoice or expense, or run Sync last 12 months for a one-off backfill after go-live.

5

Watch sync health

Use the Sync health panel to check pending, failed, conflict, and stale records. Retry failed/stale records after fixing mappings or provider availability; resolve conflicts explicitly.

Warning

In the Xero app OAuth 2.0 scopes, enable Contacts, Invoices, Payments, and Settings (plus OpenID). Apps created after 2 March 2026 must use these granular scopes—the legacy accounting.transactions scope causes an Invalid scope error at login.

Setup (server operator)

For self-hosted or custom deployments:

1. Create an app at Xero Developer.
2. Set redirect URI: {API_ORIGIN}/api/xero/connect/callback/
3. Register webhook URL: {API_ORIGIN}/api/xero/webhook/ and note the signing key.
4. Configure environment variables (see env.example): XERO_CLIENT_ID, XERO_CLIENT_SECRET, XERO_REDIRECT_URI, XERO_WEBHOOK_KEY.

UK tax (CIS, retention, DRC)

SiteHut syncs commercially correct line totals. CIS, retention, and domestic reverse charge should be reviewed and filed in Xero or with your accountant. SiteHut does not submit CIS returns or act as payroll/payment software at launch.

Conflicts

If a contact is edited in both systems, SiteHut flags a Conflict. From the invoice, expense, or integrations log, choose Use Xero values or Keep SiteHut & re-push.