Changelog

Xero

The Loopit and Xero integration allows you to push data from Loopit into Xero. When invoices are issued or payments recorded Loopit will automatically sync that to Xero. This streamlines your accounting processes reducing manual export and import allowing you to focus on core operations.

How does it work?

By creating a connection with your Xero account it will allow data to be transferred. After an invoice is issued it will be created in Xero against the customer record in Xero. If a customer does not exist Loopit will create the customer in Xero identified by the email address.

Each line item on the invoice in Loopit is created within the invoice in Xero. This allows you to report accurately and ensure what you see in Loopit matches Xero.

When a payment is settled and successful a record will be inserted against the invoice in Xero.

Similar processes are followed when an invoice is adjusted or credit notes are applied to an invoice, it will update Xero.

Does Loopit ingest data from Xero?

No, we currently only push data to Xero. Should an action be done within Xero it will not appear in Loopit e.g. an invoice was adjusted in Xero will not adjust the invoice in Loopit.

What data can we push to Xero?

We can push the following data to Xero;

  • Customers

  • Invoices

  • Payments

  • Refunds

  • Credit notes

Setup & Configuration

This section guides you through connecting your Xero tenant, completing account mappings, and verifying that your integration is correctly configured before syncing invoices or payments.

Please reach out to our support via [email protected] to enable Xero integration for your workspace.

1. Connect your Xero tenant

Once the integration is enabled, it becomes visible on the Integrations page.

  1. Navigate to Settings → Integrations → Xero in your Loopit workspace.

  2. Click Setup and continue

  3. Click Connect / Authorise and sign in using your Xero account credentials.

  4. Select the Xero organisation (tenant) you want to link with Loopit and click Allow Access.

  5. Once the connection is successful, you will be redirected back to the Integration page.

Important: Ensure your Xero organisation uses the same currency as your Loopit workspace (e.g. AUD).

2. Configure Item Mapping

Item mapping links your Loopit billing items (e.g. Base Fee, Registration Fee, Insurance) to specific ledger accounts in Xero.

  1. Click Edit Item Mapping under your connected tenant.

  2. You’ll see a list of all Loopit items available for mapping.

  3. For each item, choose the corresponding Xero item and Xero ledger account.

  4. Once mapped, Loopit will automatically use those Xero items and ledger accounts when pushing invoices into Xero.

3. Configure Gateway Mapping

Gateway mapping determines how payments from each gateway (e.g. Stripe, Off Platform) are recorded in Xero.

  1. Click Edit Gateway Mapping.

  2. Each connected gateway appears in the list.

  3. Use the dropdown under Xero Account to select the correct ledger or bank account. For example:

    • Stripe → Stripe Clearing Account

    • Off Platform → Bank Account

  4. When a payment is recorded in Loopit, it will post to the mapped account in Xero.

4. Verify Mappings

After you’ve completed your item and gateway mappings:

  • Confirm that all billing items and gateways have assigned accounts.

  • The Xero settings summary shows your progress (e.g. “12 of 12 items mapped”).

  • You can update mappings at any time without breaking existing sync data.

If mappings are incomplete, the sync process will fail and affected records will not be pushed to Xero.

If you already have existing people and companies in your workspace, please contact our support team at [email protected] to request a bulk customer sync after the integration is configured.

5. Test the Integration

Once mappings are complete, perform a simple test to verify the sync:

  1. Create a test customer in Loopit (e.g. “Dillan America Hand”).

  2. Issue a new invoice (for example, $110.00 total including $10 GST).

  3. When you click Issue Now, the invoice should appear in Xero automatically under the matching customer.

    • Loopit creates a new contact in Xero if one doesn’t already exist.

    • The invoice includes all mapped line items, tax, and due date.

  4. Record a partial payment in Loopit (e.g. $50.00).

    • The payment appears instantly in Xero against the same invoice.

    • Xero updates the remaining balance (e.g. $60.00 due).

This confirms that your integration is successfully syncing both invoices and payments.

Note that subsequent transactions — such as issuing an invoice, recording a partial payment, and then applying an adjustment — may take some time to sync, as each action is processed sequentially.

Person/Company sync

Person synced to Xero

Invoice sync

Invoice synced to Xero

Payment and credit note sync

Invoice after payment and adjustment in Loopit platform
Payment and adjustment credit note synced to Xero

Refund sync

Refund synced to Xero

6. Best Practices

✅ Keep mappings up to date: Whenever you add new billing items or gateways in Loopit, revisit your Xero mappings to ensure they’re assigned.

⚙️ Use meaningful account names: Label Xero accounts clearly (e.g. “Base Fee Revenue”, “Stripe Clearing”) to simplify reconciliation.

💰 Reconcile by gateway: Map each payment source to its correct clearing or bank account to keep balances aligned.

🧾 Verify currency consistency: Always confirm your Xero tenant and Loopit workspace use the same base currency (e.g. AUD).

7. Troubleshooting

If invoices or payments are not syncing:

  • Check that your tenant connection status is Configured.

  • Ensure the item and gateway mappings are fully complete.

  • Verify the invoice is issued (not draft).

Loopit only pushes data to Xero — it does not fetch or overwrite data from Xero. Changes made directly in Xero will not appear in Loopit.

Summary

Category
Description

Integration type

One-way (Loopit → Xero)

Supported data

Customers (Person and Company), Invoices, Payments, Refunds, Credit Notes

Mapping required

Items (Xero items and ledger accounts) and Gateways (bank/clearing accounts)

Currency requirement

Must match between Xero and Loopit

Best used for

Automated billing sync and reconciliation

Troubleshooting tip

Check configuration status and complete mappings

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