Xero Integration

What is the Xero Integration?

The Xero integration connects your Cooledge invoicing with your Xero accounting. When an invoice is paid in Cooledge, you can push it straight to Xero with one click—no double-entry required.

It automatically creates the invoice in Xero with all your line items, matches or creates the customer contact, applies your GST settings, and even attaches the PDF. Your accountant will love you.

How It Works

Once connected, pushing an invoice to Xero is simple:

1. Open a Paid invoice in the Cooledge portal
2. Click Approve to Xero
3. Wait a couple of minutes
4. The invoice appears in Xero with everything attached

Behind the scenes, Cooledge handles the customer contact (creates a new one or matches an existing one), transfers all line items with the right descriptions and prices, applies your default account code and GST settings, and attaches your branded invoice PDF.

[IMAGE PLACEHOLDER: Invoice showing "Approve to Xero" button and sync status]

What Gets Synced

Everything your accountant needs goes across to Xero:

• Invoice number and date
• Customer name, email, and address
• All line items with descriptions, quantities, and prices
• GST amounts based on your settings
• Your invoice PDF as an attachment
• Job reference (if the invoice is linked to a job)

What doesn't sync: Draft invoices, unpaid invoices, or quotes. Only fully paid invoices can be pushed to Xero.

Setting Up the Integration

Step 1: Connect to Xero

1. Log into the Cooledge Portal at app.cooledge.com.au
2. Go to Settings → Integrations
3. Find Xero and click Connect
4. You'll be redirected to Xero to log in and authorize Cooledge
5. Click Allow Access when prompted
6. You'll be sent back to Cooledge

[IMAGE PLACEHOLDER: Settings > Integrations page with Xero card]

Step 2: Configure Your Settings

After connecting, you'll need to set two things:

Default Revenue Account – The account code where your sales get recorded. Common ones are "200" for Sales, but check your Xero Chart of Accounts if you're not sure. Your accountant can tell you which one to use.

GST Tax Type – How GST should be applied. Most businesses use "OUTPUT" for standard 10% GST. If you're GST-free, use "EXEMPTOUTPUT".

If you're unsure about either of these, just ask your accountant—they'll know exactly what to use.

[IMAGE PLACEHOLDER: Xero settings panel with account code and tax type fields]

Step 3: You're Done!

Once you see "Connected" with a green tick and your Xero organisation name, you're good to go.

Pushing Invoices to Xero

How to Push an Invoice

1. Go to Invoices in the portal
2. Find an invoice marked as Paid
3. Click on it to open the details
4. Click Approve to Xero

The status will change to "Queued" and within a couple of minutes, it'll update to "Pushed". That's it—the invoice is now in Xero.

[IMAGE PLACEHOLDER: Invoice detail page showing Approve to Xero button]

Quick tip: The "Approve to Xero" button only appears on Paid invoices. If you can't see it, check the invoice status.

Checking Sync Status

Each invoice shows its Xero status:

• Not pushed – Hasn't been sent to Xero yet
• Queued – On its way to Xero
• Pushed – Successfully in Xero
• Failed – Something went wrong (see troubleshooting below)

Viewing in Xero

After pushing, you can find the invoice in Xero under Business > Invoices. Search by the invoice number—it'll be the same as in Cooledge. You'll see all the details plus the PDF attachment.

[IMAGE PLACEHOLDER: Xero invoice showing synced data and PDF attachment]

Troubleshooting

Invoice Shows "Failed"

If an invoice fails to sync, click on it to see the error. Common causes:

• Invalid account code – The revenue account doesn't exist in Xero. Double-check Settings > Integrations.
• Invalid tax type – The GST setting isn't recognised. Check your Xero tax settings.
• Duplicate invoice – An invoice with that number already exists in Xero.

Fix the issue and click Retry.

Connection Issues

If you see "Not connected" or the connection seems to have stopped working, just go to Settings > Integrations and click Reconnect. You'll need to authorize Cooledge again in Xero. This happens occasionally and is completely normal.

Customer Not Matching

Cooledge tries to match customers by email. If a new contact was created when you expected a match, you might need to tidy things up in Xero—merge duplicates or update details.

Good to Know

One-Way Sync

Data flows from Cooledge to Xero only. If you make changes to an invoice in Xero, those changes won't come back to Cooledge. Same goes the other way—changes in Cooledge after you've pushed won't update Xero.

Manual Push

You choose which invoices go to Xero by clicking "Approve to Xero". This gives you control over what ends up in your accounting records. Automatic sync may come in a future update.

Plan Availability

Xero integration is included on all plans — Starter, Growth, and Scale.

Disconnecting

If you ever need to disconnect:

1. Go to Settings > Integrations
2. Click Disconnect on the Xero card
3. Confirm

Your invoices that were already pushed stay in Xero—nothing gets deleted. You can reconnect anytime.

Common Questions

Do I need Xero to use Cooledge? Nope! Xero is completely optional. Cooledge has its own invoicing system that works on its own.

Can I push invoices that aren't fully paid? Not yet—invoices need to be fully paid first. We're looking at adding partial payment sync in the future.

What if I make changes after pushing? Changes in Cooledge won't sync across after the initial push. You'd need to edit directly in Xero.

Is it secure? Yes. The connection uses industry-standard security. Cooledge only accesses what you authorize, and you can revoke access anytime.

Related Articles

• Getting Started – Setting up your Cooledge account
• Creating Invoices – Invoice creation basics
• Stripe Payments – Collecting payments from customers

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Need help? Email support@cooledge.com.au