Xero integration that keeps your books in step with your stock
Connect Xero and your sales arrive on their own. Every order becomes an invoice, so the books match the shelves without anybody typing it twice. Stock moves for items posted as tracked inventory. Switch on Track inventory in QuickSync’s Xero settings and pick an inventory asset, cost of goods sold and inventory adjustment account from your chart of accounts; until then invoices sync and stock does not.
No credit card · connected in about ten minutes · nothing on Xero changes until you say so
XeroAccounting · your books, not a shop- Both ways for tracked items, as a book figure
- No listings: it is not a storefront
- Invoices in from your sales, nothing back
- We check Xero every two minutes
What a Xero integration actually moves
One row per job. Where Xero does not allow something, the row says so plainly, with no tick that carries fine print.
| The job | Does it? | What that means |
|---|---|---|
| Stock we send out | Yes, as a book figure | We write the quantity onto the item in Xero so your books carry the same figure as your shops. Nobody has to type it in twice. |
| Stock we read in | For tracked items | Stock moves for items posted as tracked inventory. Switch on Track inventory in QuickSync’s Xero settings and pick an inventory asset, cost of goods sold and inventory adjustment account from your chart of accounts; until then invoices sync and stock does not. |
| Prices | Sent | The price you sell at is written onto the item in Xero, so an invoice carries the figure the customer actually paid. |
| Orders coming in | No, by design | Xero is your bookkeeping, so nothing sells there and there is no order for it to hand you. Invoices go in and nothing comes back out. |
| Orders going out | As invoices | A sale anywhere else becomes an invoice in Xero against the right customer and the right item, which is the whole reason to connect it. |
| Tracking going back | Not accepted | Xero has no field for us to write a tracking number into. It is one of four integrations that will not accept one, so the shipping detail stays in QuickSync and in whichever shop the order came from. |
| How fast we update it | Under a second | We write new numbers to Xero immediately. The outbound half is fast on all thirteen integrations. |
| How fast it tells us | We check Xero every two minutes | Xero does not tell us when an item changes, so we check it every two minutes. Invoices go out the moment a sale happens; a stock figure edited in Xero itself reaches your shops on the next check. |
How the Xero connection is made
About two minutes, no developer, and nothing to copy or paste anywhere.
What you click
You sign in to Xero and pick the organisation. QuickSync writes to that organisation and nothing else.
What we ask for
Your products and stock. Payment card details are never part of it. We ask for what the jobs in the table above need and nothing beyond that.
How you disconnect
From QuickSync’s settings, or from Xero’s own screen for the apps it is connected to. Either side is enough on its own. Your Xero products, stock and orders stay exactly where they are.
What your Xero products look like once connected
Products, Orders and Settings is the whole of it. There is no dashboard to learn.
Every product keeps one number of its own, and each shop it is connected to shows what that shop currently says. When the two disagree you can see it on the same row, along with when it was last put right.
Nothing sells in Xero, so there is no order list coming the other way. What you get is one stock figure and one set of invoices that agree with your shops.
- One count per product, with each shop’s number beside it
- Anything we cannot match goes to a short review list, and we never guess
- Safety stock per shop, so the last one or two are never exposed everywhere at once
| Product | SKU | Stock | Xero | Updated |
|---|---|---|---|---|
| Classic Tee, Black, M | TS-BLK-M | 41 | 41 | 0.4s ago |
| Classic Tee, White, S | TS-WHT-S | 12 | 12 | 2m ago |
| Enamel Mug, Cream | MUG-CRM | 7 | 7 | 9m ago |
| Gift Box, Small | BOX-SM | 3 | 3 | 1h ago |
| Tote Bag, Natural | TOTE-NAT | 0 | 0 | 3h ago |
Xero limits: know them before you connect
Every sync tool has constraints. These are the ones that apply here.
It is your books, not a shop
Xero is your bookkeeping, not a storefront. Its quantity is a figure on the books that no shopper ever sees, so we count it as an integration but not as a shop your customers buy from.
Orders go in and do not come back
Orders go in as draft invoices against the customer. Xero does not send orders back out, by design.
Stock needs tracked items
Stock sync needs tracked inventory. Switch on Track inventory in QuickSync’s Xero settings and pick an inventory asset, cost of goods sold and inventory adjustment account; every stock change we write then lands as a bill or credit note against a QuickSync Inventory Adjustment contact, which is how Xero moves a tracked quantity.
We check Xero on a timer
Xero does not tell us when an item changes, so we check it every two minutes. Invoices go out the moment a sale happens; a stock figure edited in Xero itself reaches your shops on the next check.
Xero is your books, not a shop
Quantities in Xero are a bookkeeping figure no shopper ever sees, and orders go in as draft invoices without coming back out. Stock moves only for items you post as tracked inventory, and each change arrives as an adjustment document in Xero. That is how Xero works, not a gap.
Nothing is written until you say so
We do not put an invoice or a quantity into Xero until you have turned that direction on. Until then it watches and shows you what it would have done.
Connecting Xero takes about ten minutes end to end
Most of it is you reviewing the product matching, not waiting on us. A Xero integration only starts changing things when you tell it to.
Connect Xero
You sign in to Xero and pick the organisation. QuickSync writes to that organisation and nothing else.
Connect the other shop
The same again for wherever else you sell. Xero on its own has nothing to stay in step with, so you need at least two connected before anything happens.
Let it match your products
We line the catalogues up by SKU first, then by title, and hand you a short list of whatever we could not match. You decide what happens to those.
Watch, then switch it on
Leave it watching for a few days and check the numbers agree. When you are happy, let it start making changes, one shop and one direction at a time if you prefer.
Connect Xero with
Each combination has its own guide, because no two channels allow exactly the same things.
Or read about another shop on its own
Every integration has a page covering what it can and cannot do.
Xero is inside the smallest plan
Order volume never changes your bill. Your catalogue size picks the plan, and your plan price covers two connected shops with every shop after that adding it again.
Lite
$19/mo for two shops1,000 items and up to eight connected integrations, with stock kept in step. Xero counts as one of the eight, so there is room for seven more.
Pro
$29/mo for two shops2,500 items and up to eight connected integrations, and the point at which listings and orders start syncing as well as stock. Most sellers running a second shop end up here.
Ultra at $69 and Ultra+ at $99 add larger catalogues, price rules and setup help. Every plan starts with a 14-day free trial and no card.
Questions Xero sellers ask
How quickly does Xero get my sales?
Straight away. A sale anywhere else becomes a draft invoice in Xero as soon as we know about it, and your stock figure is written at the same time. Nothing sells in Xero itself, so there is no sale for us to go looking for. A quantity you edit on a tracked item in Xero reaches your shops on our next check, every two minutes.
What does QuickSync get access to on Xero?
Your products and stock, and nothing beyond what the jobs in the table above need. Payment card details are never part of what we receive. You can withdraw the access from the Xero side whenever you like, and we stop.
Will connecting Xero change anything a customer sees?
No, because Xero is not a storefront. It holds items, quantities and invoices rather than listings anybody can buy, so nothing on your shops changes when you connect it. Eleven of the thirteen integrations are places a customer can reach; the accounting ones are not.
Can Xero send orders back to my shops?
No, and that is deliberate. Xero is a one-way accounting destination: invoices and quantities go in, and nothing flows back out to your shops. If you want a shop that fills orders taken elsewhere, you pick one of the sales channels that can take an order in.
Does the tracking number go back to Xero?
No. An invoice in Xero has no shipment against it, so there is nothing to write a tracking number into. The number stays in QuickSync and goes back to the shop the order came from, where that shop accepts one.
Which plan do I need for a Xero integration?
Lite covers Xero, at $19 a month for two shops with every shop after that adding another $19, and 1,000 items with stock kept in step. Pro at $29 adds listings and orders and 2,500 items. Eight shops is the limit on every plan. Every plan starts with a 14-day free trial and no card.
Connect Xero and watch one shop correct the other
Make one test sale and watch the other shop’s count drop. If it does not work the way this page describes, you have spent ten minutes and no money.
No credit card required