Understanding Xero sync
Understanding Xero sync
When Xero is connected, VanMan syncs invoices, contacts, and payment statuses in both directions. This means changes made in either system are reflected in the other.
What syncs from VanMan to Xero
When you create an invoice in VanMan, it is automatically pushed to Xero as a draft or approved invoice (depending on your settings). The sync includes:
- Customer contact details — name, email, phone
- Invoice line items — description, quantity, unit price, tax rate
- Account codes — mapped from your Xero chart of accounts
- Invoice number — VanMan's invoice number is used as the reference
What syncs from Xero to VanMan
VanMan listens for changes in Xero and updates accordingly:
- Payment status — when a customer pays in Xero, the invoice status updates in VanMan
- Contact updates — changes to customer details in Xero are reflected in VanMan
Sync happens automatically and in real time. You do not need to manually trigger a sync. If a sync fails, VanMan will retry automatically.
Account code validation
Before syncing an invoice, VanMan validates that the account codes and item codes exist in your Xero chart of accounts. If a code is invalid, the sync will pause and show you the issue so you can fix it before retrying.
Set your default account codes in SettingsIntegrationsXero to avoid validation errors on every invoice.
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