Connecting with Xero

How to connect

The aim of the integration is to let you find your Xero clients in Everhour, issue invoices for their hours and send it to your Xero account.

Integrate Everhour with Xero by going to your Account Settings > Integrations and clicking Add Integration button. After the authorization step, you will need to select your default parameters for Account and Item Code. We will use them during the export of your invoices.

It is enough to establish a connection from one admin account and all other admins in your team can export invoices to Xero.

Client import

We will automatically sync all of your active contacts (clients) from Xero. As a result, you don’t have to manage clients in several places anymore. We do not import clients you created in Everhour to your Xero account, or match clients from both systems with identical names.

We sync the basic details on each client for that you need to create an invoice, like name, business address, taxes, etc. We also periodically (not immediately) sync changes that you make to your client on the Xero side.

Business details Contact name / address / country / city / state
Taxes List of available taxes
Discount Default discount per client
Archived clients We ignore archived clients during initial sync. Later, when you archive a client in Xero, we also archive it on the Everhour side

If you archive a Xero client in Everhour, we don’t archive it in Xero but simply move to our archived tab. 

Set up client projects

We do not allow direct time tracking into a client and stick to a structure where you have a Client > Project > Task. The time that you report into tasks sums up under a project and project time sums up under a client.

This is why you should link projects after the client is imported in order to make an invoice. A project can be used only with one client, so if you linked it with an internal client before, you first unlink it from there and add to a new client.

Projects in Everhour can be Billable or Non-Billable (by default). Only billable time is counted when you generate an invoice. If a member reported time into a billable project, but his hourly rate is 0, the time will be considered as non-billable.

Billable time falls into further divisions: Invoiced (that you already have in a generated invoice) and Uninvoiced that has not been added to any invoice yet. The amount of uninvoiced time shows up near a client name.

To sum it up, you need to open your Xero client in Everhour and make its projects billable before creating an invoice.

Create, send and delete invoices

Open the Invoices tab or choose the tab under your client name to issue an invoice. Read about how to issue invoices.

When you hit Export to Xero, we copy this invoice as a draft to your Xero account. You can't edit it in Everhour any longer and should do it in Xero from this moment on.

We update changes on Invoices page, but not in your reports. Thus, there may be a discrepancy after you change the amount or member rate inside Xero (bypassing Everhour). 

Line items +
Taxes +
Discounts +
Due_at +
Reference +
Customer / Client +
Qty (Time) +
Rate / (Unit Price) +
Issue_date +
Currency Use default Xero currency  

We sync and display the current invoice status, number, issue date and invoice amount on Invoices page after you make changes in Xero.

Amount +
Status +
Issue_date +
Invoice number +

If you delete an invoice in Xero, it gets a "Deleted" Status in Everhour. To uninvoice its time, click on your invoice to find the button in the upper right-hand corner.

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