# GITBOOK\_XERO\_INTEGRATION\_DOCS

> **For:** help.dexiq.com.au/xero-integration\
> **Last updated:** April 2026\
> **Purpose:** Customer-facing GitBook documentation for the Xero integration, used for Xero App Store certification (Checkpoint 2)

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## Page 1: Xero Integration Overview

dexIQ connects directly to Xero, giving your finance team a seamless end-to-end workflow — from receiving a supplier invoice in your inbox to having an approved, paid bill sitting in Xero, without any manual data entry in between.

### What the integration does

* Automatically extracts invoice data from your inbox using AI and maps it to the correct Xero accounts, contacts, and tax rates
* Creates accurate AP bills in Xero with the correct amounts, GST treatment, and supplier details
* Uploads the original invoice PDF as an attachment directly to the Xero bill
* Syncs supplier contacts between dexIQ and Xero so your records stay consistent
* Pulls your live chart of accounts and tax rates from Xero so there's no manual setup
* Lets you create and submit batch payments in Xero directly from dexIQ

### Who it's for

The Xero integration is designed for accounting firms, bookkeepers, and in-house finance teams who process high volumes of supplier invoices and want to eliminate manual data entry into Xero.

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## Page 2: How to Connect Xero

Connecting your Xero organisation to dexIQ takes less than two minutes. You only need to do this once per organisation.

### Before you start

* You must be an **Owner** or **Admin** in your dexIQ organisation
* You must have access to the Xero organisation you want to connect
* Your Xero plan must be **Standard or above** (Starter plans do not support all required features)

### Steps

1. Log in to dexIQ and navigate to **ERP Connections** from the left sidebar
2. Click the **Connect** button on the Xero card
3. A setup wizard will open — review the permissions dexIQ is requesting and click **Authorise with Xero**
4. You will be redirected to Xero's login page. Sign in with your Xero credentials
5. Xero will ask you to confirm the permissions for dexIQ — click **Allow access**
6. You'll be redirected back to dexIQ. Select the Xero organisation you want to connect from the list
7. Click **Confirm** — your Xero organisation is now connected

Once connected, you'll see your Xero organisation name and an **Active** status badge on the ERP Connections page.

### What permissions dexIQ requests from Xero

dexIQ requests only the permissions it needs to function. Here's what each one is used for:

| Permission                                | Why dexIQ needs it                                                     |
| ----------------------------------------- | ---------------------------------------------------------------------- |
| View your profile and email               | Identify which Xero user authorised the connection                     |
| View and create invoices and credit notes | Create AP bills in Xero from processed invoices                        |
| View and create contacts                  | Sync supplier contacts between dexIQ and Xero                          |
| View and create attachments               | Upload original invoice PDFs to Xero bills                             |
| View accounts and settings                | Pull your chart of accounts and tax rates for mapping                  |
| Maintain offline access                   | Keep the connection active without requiring you to re-authorise daily |

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## Page 3: What Data Syncs Between dexIQ and Xero

dexIQ keeps your Xero data accurate and up to date. Here's exactly what flows between the two systems.

### From Xero → dexIQ (pulled automatically)

| Data              | How it's used in dexIQ                                                       |
| ----------------- | ---------------------------------------------------------------------------- |
| Chart of accounts | Used when mapping invoice line items to the correct Xero account codes       |
| Tax rates         | Used to apply the correct GST treatment (e.g. GST on Expenses, BAS Excluded) |
| Supplier contacts | Matched against invoice supplier names during AI extraction                  |
| Bank accounts     | Used when selecting the payment account for batch payments                   |

### From dexIQ → Xero (pushed when you sync)

| Data             | What appears in Xero                                                                                          |
| ---------------- | ------------------------------------------------------------------------------------------------------------- |
| AP Bill          | A new bill created under the supplier contact, with correct amounts, line items, account codes, and tax types |
| Invoice PDF      | Attached directly to the Xero bill as a file attachment                                                       |
| Supplier contact | Created in Xero if the supplier doesn't already exist                                                         |
| Batch payment    | A batch payment created in Xero, marking the selected bills as paid                                           |

### Important notes

* dexIQ creates bills in Xero with the status **Awaiting Approval** by default. You approve them inside Xero or via dexIQ's approval workflow.
* If a supplier contact already exists in Xero (matched by name or ABN), dexIQ links to the existing contact rather than creating a duplicate.
* Tax types are validated against Xero's own tax rate list — dexIQ will never send an invalid tax type to Xero.
* Currency defaults to your Xero organisation's base currency.

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## Page 4: Disconnecting and Reconnecting Xero

### How to disconnect Xero

1. Go to **ERP Connections** in the left sidebar
2. Find your connected Xero organisation
3. Click the **Disconnect** button
4. Confirm the disconnection

Once disconnected, dexIQ will no longer sync data to or from Xero. Your existing data in dexIQ (processed invoices, transaction history) is not affected — only the live Xero sync is stopped. Your data in Xero itself is also not changed or deleted.

### How to reconnect Xero

If you've disconnected and want to reconnect, simply follow the same steps as the initial connection (see [How to Connect Xero](#page-2-how-to-connect-xero)).

### Reconnecting after a connection expiry

Xero connections can expire if the authorisation token is not refreshed — this can happen if dexIQ hasn't been used for an extended period. When this occurs:

* The connection status on the ERP Connections page will change to **Connection Expired**
* dexIQ will send a notification to all Owners and Admins in your organisation alerting them that the connection needs to be renewed
* Any Xero sync attempts will be paused until the connection is restored

To fix this, click the **Reconnect** button on the ERP Connections page and follow the Xero authorisation steps. This takes under a minute and restores the connection immediately.

### Connecting multiple Xero organisations

dexIQ supports connecting to multiple Xero organisations under a single dexIQ account. Each organisation is managed separately — you can connect, disconnect, or reconnect each one independently from the ERP Connections page.

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## Page 5: Troubleshooting the Xero Integration

### "Xero Connection Expired" notification

**What it means:** Your Xero authorisation token has expired and dexIQ can no longer communicate with Xero.

**How to fix it:**

1. Go to **ERP Connections** in the left sidebar
2. Click the **Reconnect** button next to your Xero organisation
3. Sign in to Xero and re-authorise dexIQ
4. Your connection will be restored immediately

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### "Failed to sync to Xero" error on a transaction

**What it means:** dexIQ attempted to create or update a bill in Xero but encountered an error.

**Common causes and fixes:**

| Cause                                 | Fix                                                                        |
| ------------------------------------- | -------------------------------------------------------------------------- |
| Xero connection has expired           | Reconnect Xero from the ERP Connections page, then retry the sync          |
| Account code no longer exists in Xero | Go to the transaction, update the account code mapping, then retry         |
| Duplicate bill detected               | The bill may already exist in Xero — check Xero before retrying            |
| Xero is temporarily unavailable       | Wait a few minutes and retry — dexIQ will automatically retry failed syncs |

To retry a failed sync, open the transaction in dexIQ and click **Sync to Xero** again.

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### "Supplier contact not found" warning

**What it means:** dexIQ could not match the invoice supplier to an existing Xero contact.

**How to fix it:** dexIQ will automatically create a new contact in Xero using the supplier name extracted from the invoice. If you'd prefer to link it to an existing contact, you can update the supplier name in the transaction before syncing.

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### Sync is slow or taking longer than usual

If you're syncing a large batch, dexIQ processes Xero API requests with a built-in rate limiter to stay within Xero's API limits. This is normal behaviour — large batches may take a few extra minutes. You don't need to do anything; dexIQ will complete the sync automatically.

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### I can't see my Xero accounts or tax rates in dexIQ

**How to fix it:** Go to **ERP Connections**, find your connected Xero organisation, and click **Refresh**. This forces dexIQ to re-fetch your latest chart of accounts and tax rates from Xero.

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## Page 6: Frequently Asked Questions — Xero Integration

**Does dexIQ support multiple Xero organisations?**

Yes. You can connect as many Xero organisations as you need from the ERP Connections page. Each organisation is managed and synced independently.

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**What Xero plan do I need?**

dexIQ works with Xero's **Standard plan and above**. The Starter plan has invoice limits that may restrict dexIQ's ability to create bills at volume.

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**Does dexIQ create duplicate bills in Xero?**

No. dexIQ checks for existing bills before creating a new one. If a matching bill is detected, dexIQ will alert you rather than create a duplicate.

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**What happens to my Xero data if I disconnect dexIQ?**

Nothing is deleted. Bills, contacts, and attachments that dexIQ previously created in Xero remain there. Disconnecting only stops future syncing — it does not modify or remove any historical data.

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**Can I use dexIQ without connecting Xero?**

Yes. dexIQ can process, extract, and manage invoices without a Xero connection. The Xero integration is optional — you connect it when you're ready to start syncing data to Xero.

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**Is my Xero data secure?**

Yes. dexIQ communicates with Xero exclusively over encrypted HTTPS connections using OAuth 2.0 — the same authentication standard used by Xero's own partner integrations. dexIQ never stores your Xero username or password. Access tokens are securely stored and automatically rotated.

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**I authorised the wrong Xero organisation. What do I do?**

Go to **ERP Connections**, disconnect the incorrect organisation, then click **Connect** again and select the correct Xero organisation during the authorisation step.

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**Who in my dexIQ organisation can manage the Xero connection?**

Only **Owners** and **Admins** can connect, disconnect, or reconnect Xero integrations. Other roles (Manager, Accountant, Bookkeeper) can view the connection status but cannot modify it.