The Xero integration allows you to:
- pull out all the invoices and quotes issued in the past and display them along with their current statuses;
- create invoices and quotes from Teamgate account;
- transfer customer details from Teamgate to Xero and the opposite with a single click.
For the instructions on how to connect Xero with Teamgate, please visit the following article.
When Xero is integrated, you will see an empty Xero invoices block in Companies and People cards.
Note: Xero invoices block is not displayed in the Leads section.
1. How to link a Client in Xero with a Customer in Teamgate?
In order for the Xero invoices block to start displaying invoices, you should link the customer in Teamgate with a client in Xero:
1.1. If the client you want to link already exists in Xero - click "+" and start searching for the client > select client from search results and the client will be linked with Teamgate.
Note: Do not use any Quotation marks (ex.: "Company name") when searching, because the contact won't be found.
1.2. If the client does not exist in Xero - click "+" and click "Create a customer in Xero". The client will be created in Xero.
1.3. If you are getting the following error message, it means that you are trying to add the company that already exists in Xero. In order to link companies, please follow the instructions described in section 1.1.
2. What are the statuses of the invoice and quotes?
When the company is linked - invoices will be displayed according to their statuses in Xero:
Authorized - an invoice that is Approved and Awaiting Payment OR partially paid;
Draft - a Draft invoice (default);
Submitted - an Awaiting Approval invoice;
Paid - an invoice that is completely Paid.
Total value - the total sum of all the invoices generated in Xero. If there are invoices in more than one currency - the total value will be in a currency which is set as default currency in Xero.
When the company is linked - quotes will be displayed in one tab according to their statuses in Xero:
Quotes statuses: Draft, Sent, Declined, Accepted, Invoiced.
3. Other functions.
Open menu by clicking three dots icon on the right-hand side and select the action you wish to accomplish.
3.1. Unlink from Xero - the customer will no longer be linked with Teamgate. This might be helpful if the companies were linked by mistake or if you wish to link another company.
3.2. Create a quote.
3.3. Create an Invoice draft.
Fill the data in the pop-up window and click save. Later you will be able to open the invoice draft in Xero by clicking on the invoice title in the Xero Invoice block.
An invoice draft may be created at the same time the deal is won. Select "yes" in the line "create Xero Invoice" and click "Save"
Fill all the details and click save.
3.4. Copy customer details to Xero:
- company title or name and second name of the customer;
- address;
- email;
- phone number.
Please note: if you are updating the company details, the associated people details won't update automatically.
3.5. Copy customer details from Xero:
- company title or name and second name of the customer;
- address;
- email;
- phone number.
Please note: if you are updating the company details, the associated people details won't update automatically.
3.6. Open in Xero - invoice draft will open in the new tab.
4. How the information flows between Xero and Teamgate?
If you would like to understand better how information flows between Teamgate (left) and Xero (right), the chart below may provide some insight.
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