Connecting Xero
Connecting Xero
Integrating VanMan with Xero lets you generate invoices directly from completed jobs and keep your accounting data in sync without manual data entry. Once connected, every invoice you create in VanMan is automatically pushed to Xero as a draft or approved invoice, depending on your preference.
You must have Xero administrator access to authorise the connection. If you are a Standard or Invoice Only user in Xero, ask your Xero admin to either upgrade your role or complete this step on your behalf.
How to connect
Open the Xero integration page
Navigate to SettingsIntegrationsXero in VanMan. Click the Connect to Xero button to begin the OAuth authorisation flow. You will be redirected to the Xero login screen in a new browser tab.
Authorise VanMan and select your organisation
Log in with your Xero credentials and grant VanMan the requested permissions. If your Xero login is linked to multiple organisations, choose the one you want to use for invoicing. VanMan connects to a single Xero organisation at a time, so pick the entity that matches the jobs you manage.
Map your account codes
After authorisation, VanMan will pull in your Xero chart of accounts. Assign a default revenue account code (e.g. 200 - Sales) for invoice line items and a default tax rate that matches your region. You can override these on individual invoices later, but setting sensible defaults here saves time on every job.
Send a test invoice
Head to any completed job and click Create Invoice. VanMan will generate a draft invoice and push it to Xero. Open Xero and confirm the invoice appears under Awaiting Approval with the correct line items, amounts, and tax. If everything looks right, your integration is live and ready for daily use.
If you ever need to disconnect or switch Xero organisations, return to SettingsIntegrationsXero and click Disconnect. You can reconnect at any time without losing historical invoice data in VanMan.
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