Xero accounting sync
Accounting with Xero is shown when the workspace country is the UK. US-country workspaces use QuickBooks instead. This page is the Xero connect flow for teams whose ledger is Xero.
Integrations → Accounting with Xero
desktop
When to use this
Use this when Xero is the ledger and SiteHut is where jobs, approvals, and evidence live.
Do not use this on a US-country workspace: the Xero card is hidden. Connect Accounting with QuickBooks Online instead. Do not expect SiteHut to file tax returns.
Before you start
- The workspace country is the UK (otherwise you will not see the card).
- Integrations access on your role.
- A Xero organisation you can authorise.
Connect to Xero
Open Settings → Integrations. Expand Accounting with Xero. Choose Connect to Xero and sign in to the organisation.
Choose automatic sync
Optionally turn on Automatic sync, then pick types under Automatic sync by type:
- Customers
- Suppliers (partners)
- Issued invoices
- Approved expenses
- Payments
Syncing an invoice or expense does not create the contact in Xero unless that contact is already synced or its type is on automatic sync.
Map accounts and backfill
Open Account & tax mapping. Set Sales / revenue account and Purchase / expense account, then Save mapping. Use Reload from Xero if the chart has changed.
Use Sync to Xero on a single record, or Sync last 12 months once after go-live. Watch Sync health and Recent sync activity.
What syncs
| SiteHut | Xero |
|---|---|
| Directory customers | Contacts (customers) |
| Directory partners / suppliers | Contacts (suppliers) |
| Issued invoices | Sales invoices |
| Approved expenses | Bills |
| Recorded payments | Payments (when synced) |
What done looks like
- The card shows Connected and the organisation name.
- Issued invoices and approved expenses can show a Xero status. Conflicts ask you to choose a side.
Common mistakes
- Looking for this card on a US workspace. Switch to QuickBooks, or only connect Xero if the workspace country is actually the UK.
- Issuing nothing, then wondering why Xero is empty. Sync starts from issued invoices and approved expenses.
- Editing the same contact in both systems, then ignoring Xero data differs.
Conflicts, retainage, and self-hosted OAuth
If a record changed in both systems, choose Keep SiteHut & re-push or Use Xero values.
SiteHut syncs commercially correct line totals. Retainage and tax treatment should be reviewed in Xero or with your accountant.
Self-hosted operators create a Xero app and set server environment variables. SaaS workspaces only need Connect to Xero.