1. Home
  2. Invoicing
  3. Connecting Everhour with Xero

Connecting Everhour with Xero

Xero integration allows you to export Everhour invoices to your Xero account and make all accounting in your familiar environment.

How to connect

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.  That’s basically all you need to do on your end to set up Xero integration. 

We will automatically sync all of your active contacts (clients) from Xero that will appear under the tab with the respective title. As a result, you don’t have to manage clients in several places anymore.

We sync the basic details on each client 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

Export only works for clients taken from Xero. It doesn’t work with internal clients you may have created earlier.

This is why after you set up a Xero integration, you may need to unlink all projects that you use with clients created internally and reassign them. This will also move all reported time to a new client.

What you can change for Xero clients in Everhour

Edit of clients from Xero in Everhour is limited. For example, if you archive it here, we don’t archive it in Xero but simply move to our archived tab.

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.

You can set a client-wise budget on Clients page or add a separate budget for each project if you go to Projects. You can also set a budget as an amount of time or a sum of money and control it inside Everhour web interface or by receiving our summary emails.

Billable / Non-Billable time

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 fall into some deeper divisions: “Invoiced” (that you already have in a generated invoice) and “Uninvoiced” that has not been added to any invoice yet.

Creating an invoice

There are 3 options.

Select “All uninvoiced time” to include reported hours up to this day into your invoice. This is convenient if you send your invoices on a regular basis.

Another option is to select an “Uninvoiced time for a certain period”. You can use this to make an invoice for a specific week or a date range.

These both options create an invoice with a line item and amount of time your team reported.

The third option is to make a “Free-form” invoice. You make an empty invoice and fill it with details right here.

We save every new invoice to a Draft state by default. There is a button in the upper left-hand corner of your invoice that lets you export it to Xero.

Export to Xero

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. There is a link on the invoice to open it quickly in Xero.

We sync and display the current invoice status, issue date and invoice amount on Invoices page after you make changes in Xero. If you delete an invoice in Xero, we will delete it from Everhour with the next sync.

Important! 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

The following table shows what we sync when you update an exported invoice in Xero.

Amount +
Status +
Issue_date +
Invoice number +
Delete invoice +

Was this article helpful?