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Xero Sync - FAQs

Below you'll find answers to our top most frequently-asked questions about Xero Sync.

 

Xero Sync

  • Chart of Accounts have a 2-way sync
  • Sales Tax is a one way sync from Xero to Bill.com
  • Tracking Categories (Locations & Departments) have a 2-way sync*, as long as the Tracking Categories are named "Location" and "Department" in Xero
  • Bills have a 2-way sync and can be edited in either Xero or Bill.com
  • Vendor Credits have a 2-way sync
  • Funds Transfers sync from Bill.com to Xero
  • Bank Account Balance syncs from Xero to Bill.com, so Cash Forecast can be used
  • Bills in Xero contain a link, which goes directly to the same bill in Bill.com, in a separate tab
  • AR payments in Bill.com will only sync to Xero if applied to an invoice; overpayments/unapplied payments will not sync to Xero
  • Auto Sync runs approximately 24 hours after the most recent sync. This is not adjustable
  • Fast, single-click reconciliation for all bills paid on the same day
  • Contacts connected to Bill.com will be a part of a custom group called Sync to Bill.com Vendors and/or Sync to Bill.com Customers.
  • Bills will sync over As Approved
  • Tax IDs for vendors sync 2 way between Bill.com and Xero
  • New Sync Menu icon available from any page in Bill.com, located at the top of the screen

 *When initially creating locations and departments, those will sync from Xero to Bill.com and/or Bill.com to Xero. Updates to these items will sync between both systems. Deletions made to these items, however, will not sync in either direction, they must be done in Bill.com manually.

 

FAQs

1. What syncs and what doesn't?

See diagram above.

 

2. Why didn’t my Contacts sync to Bill.com?

Contacts may not come over to Bill.com because Xero has not categorized the contact yet. This is usually due to the contact not having any transactions. A quick way to resolve this is to add the contact to one or both of the following groups in Xero: Sync to Bill.com Vendors or Sync to Bill.com Customers.

 

3. Why didn’t my Contact's address or phone number sync to Bill.com?

In order to sync to Bill.com, the contact address in Xero must be specifically in the "Postal Address" section.  Also, the contact phone number must be in the dash format (xxx-xx-xxxx) and not be in the "Mobile Phone" field in order to sync to Bill.com.

 

4. Why didn’t my Tracking Categories show up?

The only Tracking Categories that will sync between Bill.com and Xero at this time are Location and Department; any other tracking category will not sync. If the tracking categories are Departments and Locations and they are still not syncing, it is possible that you have not correctly named the Tracking Categories in Xero. Please make sure that you use the names Department and/or Location (no 's' at the end) to ensure they sync properly. These category names are case-sensitive.

Please also remember, updates to these items will sync between both systems. Deletions made to these items, however, will not sync in either direction, they must be done in Bill.com manually.

In Xero - To add a Location

1. Click on 'Settings' -> 'General Settings'
2. Click on "Tracking" -> Add Tracking Category
3. Name the category name: "Location" (must be 'Location', or it will not sync over)
4. Add the different location names as category options, and those will sync to Bill.com as Locations

 

In Xero - To add a Department

1. Click on 'Settings' -> 'General Settings'
2. Click on "Tracking" -> Add Tracking Category
3. Name the category name: "Department" (must be 'Department', or it will not sync over)
4. Add the different location names as category options, and those will sync to Bill.com as Departments

 

5. Why don’t some of my bill/invoices from Xero show up in Bill.com?

There are a few reasons why some bills and/or invoices aren't showing up in Bill.com:

  • Only unpaid Bills and invoices will sync from Xero to Bill.com. We do not sync historical Paid bills and invoices.
  • Bills/invoices in Draft status in Xero don’t sync to Bill.com
  • Only USD Currency is supported by Bill.com; bills and invoices in other currencies won't sync to Bill.com.
  • Bill and Invoice Numbers are required in order to sync from Xero into Bill.com.

 

6. Why doesn’t my bank account come over to Xero from Bill.com?

Because of Xero's unique bank account setup, bank accounts can only be created in Xero and then synced over to Bill.com.

 

7. How do I reconcile my Bill.com payments?

Reconciling your bank account with Xero

 

8. How do I track payments made outside of Bill.com?

From the Bill.com Pay page, you can mark bills as Already Paid. You will then be given the option to either sync this payment into Xero, or mark the payment not to sync.

 

9. How do I track credit memo or vendor credit application?

Vendor credits and credit memos must be applied manually in both Bill.com and Xero.

 

10. Why do my bill sync as "Awaiting Payment"?

By default, all Bills sync as Authorized into Xero. 

 

11. How do I stop bills/invoices syncing from Xero?

By default, transactions have a 2-way sync. If you would like transactions to sync ONLY from Bill.com to Xero, please contact Customer Support.

 

12. How can I view my bill documents from Xero?

- Documents do not sync from Bill.com to Xero.

 

13. How and where do I sync?

Syncs are initiated from within Bill.com, in either of the following ways:

  • Click the sync icon  at the top of your Bill.com account

or

  1. Hover over the gear icon, and then click Settings
  2. Under Sync, click Sync Now

 

14. Why does syncing take so long? Do I have to sit and wait?

You can leave the sync screen at any time and continue to work in Bill.com. The sync icon at the top of any screen in Bill.com will show the current sync's progress.

 

15. Do I need to sync manually every time?

While you can sync at any time, the sync automatically runs approximately 24 hours after the most recent sync.

 

16. Why don’t I see my uploaded documents in Xero?

Click the link from a Xero invoice to view the bill and supporting invoice in Bill.com. Documents do not sync between Bill.com and Xero. 

 

17. How do I resolve sync errors?

Many sync errors can be resolved on your own. Try pasting the error into the search bar above, to find an article relating to your sync error. Follow the steps to troubleshoot and clear it. If the errors persist, please contact Customer Support. 

 

 

Resources

Below, find some additional resources we think will be helpful for setting up your Bill.com account, and understanding how Bill.com works with Xero.

 

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