WooCommerce Xero integration that keeps your books in step with your stock
Keep WooCommerce stock and Xero tracked items aligned. Xero requires inventory accounts; draft invoice syncing is available on Pro.
14-day trial · no credit card · plans from $19/month for two stores
How this connection works
WooCommerce and Xero connect through an app rather than a built-in link: each WooCommerce order becomes its own draft invoice in Xero, with the quantity on hand moved on the matching tracked item. For sellers who run their storefront on WooCommerce and their books in Xero. Every WooCommerce sale arrives as a draft invoice in the organisation you pick, and stock follows for items you post as tracked inventory. WooCommerce’s 300-character SKU shortens to the 30 Xero accepts as an item code on the way in. Stock stays right on the shop, and the books match the shelves without anybody typing it twice.
Lite supports inventory syncing; product and order syncing require Pro or higher. Sync timing varies. Xero stock needs tracked items and inventory accounts. Eligible orders become draft invoices when Xero is your fulfillment store.
WooCommerce
QuickSync
XeroHow to connect WooCommerce and Xero
Connect both stores, choose your source catalogue and sync options, then click Start Syncing. The initial sync matches products by SKU and aligns inventory from your selected source location.
Connect WooCommerce
You enter your shop address, log in to your WordPress admin when we send you there, and approve the API access request. WooCommerce hands the keys back to us. Nothing on your shop changes until you turn a sync on.
Connect Xero
You sign in to Xero and pick the organisation. QuickSync writes to that organisation and nothing else.
Choose what to sync
Choose all products or a selected list, pick your source store and locations, and review whether missing products should be exported. Existing products match by SKU.
Start syncing
Click Start Syncing to match products and align stock from your selected source location. Inventory syncing starts automatically after matching; product and order syncing are optional Pro features.
What QuickSync syncs between WooCommerce and Xero
One row per job, based on how QuickSync connects to WooCommerce and Xero today. Where a side does not allow something, the cell says so.
SupportedSupported, with a limitNot supported
| What | WooCommerce | Xero |
|---|---|---|
| Stock count | Both ways | Xero tracked items; inventory accounts required |
| New listings | We can create and update | Not a storefront, so no listings |
| Prices | Sent, with your rule applied | Written to the item |
| Orders in | Into QuickSync | Draft invoices go in, nothing comes back |
| Tracking back | Sent to the order | Not applicable |
| Photos and options | Photos, sizes and colours | Not a storefront, so no photos |
| Update speed | Timing varies | Timing varies |
| Detection speed | The moment it happens | We check Xero every two minutes |
Keep WooCommerce and Xero in step automatically
Every WooCommerce sale that is not written into Xero is a stock figure and an invoice someone has to type twice, and a wrong stock figure is how you oversell. Connecting them removes that second pass.
| Two shops, run by hand | Two shops, connected |
|---|---|
| The last one sells in both shops within the same hour | Whichever shop sells it, the other one drops to match |
| Typing the same stock numbers into WooCommerce and Xero each morning | One count, sent to both, without anyone opening a spreadsheet |
| Changing a price means editing the same product twice | Change it once and each shop gets the price you set for it |
| Orders in two dashboards, matched up by hand at the end of the week | Every order already matched to the right product |
| A refund leaves your numbers wrong until someone notices | A reported restock updates the matched inventory |
| Guessing how stale each shop’s number is | Sync timing varies with platform polling, processing queues and API responses. |
One WooCommerce sale, synced in seconds
Illustrative example; actual timings vary.
WooCommerce · order #447114:02:11WooCommerce41sold hereXero41ExampleSync timing varies with platform polling, processing queues and API responses. The order is in your packing list with the WooCommerce order number on it, and a tracking number added later goes back to WooCommerce on its own.
There is no other direction: nothing is ever bought in Xero, so it only ever receives.
What to know before you connect
Every WooCommerce Xero integration has constraints. These are the ones that apply here.
One direction only
Sync timing varies with platform polling, processing queues and API responses. Nothing is ever bought in Xero, so there is no sale there to wait on. A quantity you change by hand in Xero is the one slow path: we check for it every two minutes.
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.
Stock moves when you say so
Xero is not a storefront, so there is no listing to publish. Stock and invoices move once you turn sync on; nothing invents a product page on WooCommerce.
What a WooCommerce order writes
One invoice per order, in draft, in your currency.
Each WooCommerce order becomes one draft invoice in Xero: the buyer matched or created as a contact by name and email, one line per item at the price actually paid, and the order’s own currency. It lands as a draft so you approve it in Xero the way you approve anything else; nothing is posted to your accounts behind your back.
Sync timing varies with platform polling, processing queues and API responses. Cancel the order before you approve the invoice and the draft is removed. Anything you have already approved is yours to credit in Xero.
Stock needs tracked items, and Xero is checked on a timer
Two things to set up before the stock figure means anything.
Invoices work from the first connection. Stock does not move until you switch on Track inventory in QuickSync’s Xero settings and pick three accounts from your chart of accounts: an inventory asset account, a cost of goods sold account and an inventory adjustment account. From then on a WooCommerce sale takes one off the tracked Xero item, and each change we write arrives as a bill or credit note against a QuickSync Inventory Adjustment contact, because that is how Xero moves a tracked quantity.
Nothing sells in Xero, so there is no sale there for us to hear about. What can change in Xero is the quantity itself, and Xero does not tell us when it does; we check every two minutes and send the new figure on to WooCommerce. WooCommerce’s 300-character SKU shortens to the 30 Xero accepts as an item code on the way in, so codes that only differ after character thirty collide.
Two connected shops from $19 a month
Pricing is based on catalogue size, not order volume. Every plan includes two connected shops, and each extra shop adds the plan price again: three shops on Lite is $38 a month.
Lite
$19/mo for two shops1,000 items and up to eight connected integrations, with stock matched on both sides automatically. Enough for WooCommerce and Xero on their own, at $19 a month for the two.
Pro
$29/mo for two shops2,500 items and up to eight connected integrations. Listings and orders sync here as well as stock. Most sellers running two shops properly 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 people ask about this pair
How quickly does Xero update after something sells on WooCommerce?
Timing varies in normal conditions. WooCommerce tells us the moment the sale happens, and the invoice and the stock figure are written to Xero straight away. Nothing is ever bought in Xero itself, so there is no sale there for us to go looking for. A quantity you edit on a tracked item in Xero reaches WooCommerce on our next check, every two minutes. If Xero is briefly unreachable we hold the update and keep trying rather than dropping it.
Does WooCommerce integrate with Xero?
Through an app rather than a built-in link. QuickSync writes each WooCommerce order into Xero as a draft invoice against the customer and, once you have switched on tracked inventory, moves the quantity on hand on the matching item, so the books follow the shop without anyone retyping the day’s sales.
Will anything flow back from Xero to WooCommerce?
Orders never do: Xero takes invoices in and sends nothing back out, by design. A quantity you edit on a tracked item in Xero does reach WooCommerce, on our next two-minute check. Your WooCommerce listings, prices and photos are never touched from the ledger.
What do I need to set up in Xero first?
Nothing for invoices; connect and they start arriving as drafts. For stock, open QuickSync’s Xero settings, switch on Track inventory and choose an inventory asset, a cost of goods sold and an inventory adjustment account. If your chart of accounts has none of a kind, add it in Xero and reopen the settings.
Do my WooCommerce products show up as listings in Xero?
No. Xero is your books, not a storefront, so there is nothing to list. We write the item and the quantity as a bookkeeping figure, and orders arrive as invoices.
Do prices sync from WooCommerce to Xero?
One way, yes. The price you set on WooCommerce is written to the matching item in Xero, so the books read what you actually charge. Xero never writes a price back, so that number stays yours to set on WooCommerce.
Does the tracking number go back to WooCommerce?
Yes, to WooCommerce. When you add a tracking number to an order we send it back and the buyer gets the shop’s normal notification. Xero holds the invoice rather than the buyer, so there is nobody there to notify.
Do orders flow both ways with Xero?
No. A WooCommerce sale becomes an invoice in Xero. Invoices are not imported as orders; supported item and inventory changes can flow in both directions.
What do I have to set up before stock syncs to Xero?
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.
What happens if I refund a WooCommerce order?
When WooCommerce reports an actual restock, the inventory quantity can sync to the books. A refund alone does not restore stock. Handle invoice credits in Xero separately.
Which plan do I need for WooCommerce and Xero?
Lite supports inventory syncing. Product and order syncing require Pro or higher. Lite is $19 a month for two shops and holds 1,000 items, with up to eight connected integrations. You would move up a plan for catalogue size, and your bill goes up by another $19 if you connect a third shop.
Connect another sales channel
Each combination has its own page, including the limits that apply to that pair, not a generic WooCommerce write-up with the logo swapped.
Or read about one shop on its own
Every channel has a page covering exactly what syncs, what does not, and how fast.
Connect WooCommerce and Xero and watch one correct the other
Make one test sale and watch the other shop’s count drop. Ten minutes, no card, and nothing changes on either shop until you say so.
No credit card required
Setup guides for this pair
Connect each shop with its own walkthrough, then come back to this page for how WooCommerce and Xero stay in step.