Jobber and Xero Integration Updated July 16, 2024 21:02

Overview

Xero is an online accounting software that can be connected to your Jobber account so you can manage your day-to-day operations in Jobber and your accounting in Xero. Learn more about Xero.

How items sync between Jobber and Xero

Clients 

• Clients sync automatically when they are created or when an update is made. Clients created in Jobber prior to setting up the Xero integration will sync to Xero once an update is made to the client or once an invoice is created for them.
• The primary client name in Jobber will sync to the "contact name" field in Xero.
• The billing address for the client in Jobber will sync as the address on the Xero contact. Unless you update the billing address in Jobber, this will be the address of the first property added for that client.
• The primary (starred) phone number and email address from the client in Jobber will be synced to the contact in Xero. Any secondary phone numbers and email address will not sync.
• Deleting a client in Jobber marks the contact as "archived" in Xero. 
• Xero does not support two contacts with the same name. If you have two clients with the same name, the one that syncs to Xero (when they are created or updated in Jobber) first will have that name in Xero.
  • If you later have another client with the same name, they will sync to Xero with a number after their name. For example, if you had two clients named "John Doe", the first one to sync would be called "John Doe" in Xero and the second one would be called "John Doe 2". If you later added another client named "John Doe", they would be called "John Doe 3" once they sync to Xero. If the first John Doe is deleted or renamed, the numbers from the subsequent John Doe clients will not change.

Products and services

• Products and services in Jobber automatically sync to Xero when they are included on a newly created invoice or added to an existing invoice.
• All products and services synced to Xero will have the "Track inventory item" box unchecked by default. This can be updated per item in Xero by navigating to Business > Products and Services > Item > Edit item.
• Jobber is able to support longer product and service names than Xero. If a product or service has a name with more than 50 characters (including spaces), it will be trimmed when it syncs to Xero. 
• It's possible in Xero for two products or services to have the exact same name. However if a matching product or service is added to an invoice in Jobber, the product or service won't be matched in Xero and instead added as a text line item.

Invoices

• Invoices sync automatically to Xero when they are created or updated in Jobber.
• Payments on invoices will sync to Xero and will be matched to the bank account that was selected during your Xero integration setup. 
• Invoices in Jobber with a negative total or any negative line items will not sync to Xero.
  • You will see a sync error in the invoice custom field.
• Invoices in "bad debt" status in Jobber will appear as "awaiting payment" in Xero as Xero does not have an equivalent payment status to Jobber's bad debt.
• If a Jobber invoice contains both non-taxable line items and a discount applied, then the tax calculation in Jobber will be different than the tax calculation in Xero. The Xero calculation is correct.

Payments

• If an invoice in Jobber has a payment that includes a tip (through Jobber Payments), then only the invoice payment will sync to Xero (not the tip). 
  • The tip amount will need to be reconciled manually in Xero.
  • You will also see a sync warning in the invoice custom field in Jobber.
• If an invoice in Jobber has an overpayment, only the payment amount that matches the invoice balance will sync to Xero. 
  • Any payments that exceed the invoice balance in Jobber will not sync to Xero, so these will need to be manually reconciled in Xero. 
  • You will also see a sync warning in the invoice custom field in Jobber.
• If a quote has a deposit paid towards it, and then a draft invoice is created later, the invoice will sync to Xero and will be in either "Awaiting Payment" or "Paid Status" (depending on the deposit amount), rather than "Draft".

Refunds

• Refunds processed through Jobber Payments are supported by the Jobber and Xero integration.
  
  • For full refunds, the payment in Xero is marked as "deleted", however a record is retained.
  • When a partial refund is issued in Jobber, the integration removes the original payment and creates a new one reflecting the total amount paid (the original payment minus the refunded amount).

How to connect Jobber and Xero

The Jobber and Xero integration must be set up by an admin user. 

1. Sign in to Jobber.com, click Apps from the side navigation.
2. From the App Marketplace, select Xero.
3. From the Xero app description, select Connect.
4. To authorize Xero to access the listed information from your Jobber account, select Allow Access.

Once Xero and Jobber are authorized, you will go through three steps to connect Xero and set up your integration settings.

1. From the Xero integration dashboard, click Connect to Xero. Then enter your Xero email address and password.

Xero will let you know that Jobber will be accessing your organization data including business transactions and contacts, select Allow Access. 

2. Select which Xero accounts Jobber will map to:

• Jobber sales (invoices) - The dropdown lists the accounts found in your chart of accounts. Learn more about your chart of accounts.
• Payments received - The dropdown lists your payment accounts in Xero, including your bank account and accounts that have payments enabled.
  • Note: If you don't already have one set up, you will need to have a bank account connected to Xero in order to select an account from the Payments received dropdown. Learn how to add a bank account in Xero. Once you've set up an account, select the Refresh button to update the list of bank accounts in the dropdown. 

Jump to your chart of accounts in Xero

Note: For the above button to work, you must be signed into Xero.

3. Now the Xero integration is ready to go!

Select Return to Jobber to go back to Jobber’s App Marketplace.

Note: The Xero sync will be ongoing from the day it was set up. There is no backdating the Xero sync. 

Xero custom fields

Once the Xero integration is set up, a custom field will be added to your clients and invoices in Jobber under the Xero heading. This custom field will have sections for:

• Link: This is a link to the contact or invoice that the item in Jobber is mapped to in Xero. 
• Sync Status: This indicates if this item has successfully synced to Xero or not.
  • When an item syncs successfully to Xero, this field will show "Success".
  • When an item syncs to Xero, but something is changed, this field will show a "Warning".
  • When an item is unable to sync to Xero, this field will show an "Error".
• Last updated: This is the last date that this item was updated. Updates to these items triggers them to sync to Xero. 

How to disconnect Jobber and Xero

To disconnect Jobber and Xero:

1. In Jobber, click Apps from the side navigation. 
2. From the App Marketplace, select Xero. 
3. From the Xero app description, select Disconnect.

How to get Xero support

The Jobber Support Team can help answer general questions about Xero, but for technical issues such as reporting a bug, sync errors, or sync feedback; you'll need to reach out to Xero for assistance. 

Get help from Xero