If there is anything missing from the documentation or you have a general question, please ask in the Facebook Group, which is available to all InvoiceSync users.
When you first log in and go to the Settings page, you’ll be asked to select the following:
Source: Infusionsoft is currently the only option
Destination: Select Xero or QuickBooks Online
Click Save Changes
Note: Once you’ve selected your destination, this page will not appear again and the regular Setting page will be displayed instead. Until you’ve authorised Infusionsoft and either Xero or QuickBooks Online, the page will look like this:
Go to the Settings -> Source (Infusionsoft) Settings menu option.
Then click on the “Click here to authorise Infusionsoft” link.
If you’re not already signed into Infusionsoft, the standard Infusionsoft login screen will appear – you’ll need to enter your Infusionsoft ID and password.
You’ll then see an authorisation screen where you’ll be asked to select your Infusionsoft app and grant authorisation for InvoiceSync to connect.
(right now, you’ll need to close the authorisation tab when complete and then refresh the Settings screen that you go back to).
You can watch a video on connecting Infusionsoft by clicking here.
Once you’ve refreshed the Settings screen, you must confirm the currency that your Infusionsoft application is using, and select the appropriate option for Tax Handling and Finance Charges, then click the Save Changes button.
This is slightly more complicated than we would like, until InvoiceSync is authorised as a Xero Partner (this should happen soon!)
Add the InvoiceSync application to your Xero organisation by first logging into Xero, then going to https://developer.xero.com/myapps
Click on the “New App” button in the top right-hand corner of the page, which will open a pop-up window.
In the pop-up window, do the following (see also screenshot below):
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Make a note of the OAuth Credentials provided on the right hand side of the screen – you’ll need the Consumer Key and the Consumer Secret in the next step.
Back in InvoiceSync, Go to the Settings -> Destination Settings menu option.
Enter the Consumer Key and Consumer Secret and hit Save Changes (before you select any of the other options). Until you’ve clicked Save, all the fields will show as Cannot connect to Xero.
Once you’ve saved the Consumer Key and Secret, the dropdowns will show None Specified.
You now need to enter the default Account Code that you’ll want all invoice line items to be recorded against by default. In many cases, this will be 200, the default Revenue account in Xero
Optionally, you can also specify different account codes for discounts, finance charges and shipping charges. If you leave them blank, those line items will be recorded against your default Account Code. IMPORTANT: you can only have accounts of type REVENUE as the Default, Discount, Finance Charge and Shipping account codes.
If you want payments to be synced as well, you will also need to select the account for payments. IMPORTANT: Please note that Xero will only allow payment if the account you have chosen has the “payments to this account” option enabled and is of type BANK or CURRENT ASSET for both Payments and Payments – PayPal account codes.
Next, select the tax code to use when applying sales tax to taxable invoices. This is taken directly from your Xero application. In our example above, it is 20% for taxable items.
Then, select the tax code to use that signifies zero sales tax, which is applied to line items that do not incur sales tax. Again, this is taken directly from your Xero application. In our example above, it is No VAT on non-taxable items
Finally, select the status that all new invoices will be created with – either Draft, Submitted or Authorised. Beware – if you select Authorised, it will not be possible to amend or delete the invoices that InvoiceSync creates, you will only be able to void them.
IMPORTANT: If you want InvoiceSync to also sync payments, you have to set the status to Authorised, as only Authorised invoices can be marked as paid.
Finally, click Save Changes.
PLEASE NOTE: The product description in Xero will be the Infusionsoft product name.
If you would like to use the Infusionsoft SKU code to automatically assign the correct account code in Xero, please send an email to email@example.com asking for this to be switched on (please also see 6. Advanced – Using Different Account Codes for Different Products in Xero on how to set this up in Xero and Infusionsoft).
Lastly, if you would like to create new contacts based on company name (rather than contact name), please also send an email to firstname.lastname@example.org asking for this to be switched on.
This is very straightforward.
Go to the Settings -> Destination Settings menu option (or on the Dashboard, click on Configure next to QuickBooks).
Then click on the “Click here to authorise QuickBooks” link.
If you’re not already signed into QBO, the standard QBO login screen will appear – you’ll need to enter your QBO ID and password.
You’ll then see an authorisation screen showing your QuickBooks organisation name and InvoiceSync. If it’s the correct organisation name, scroll down to the bottom and click the green Connect button.
You should get a message saying Quickbook Authorisation and below that, Success.
(right now, you’ll need to close the authorisation tab when complete).
Once that’s done, you need to select the appropriate Taxable Product and Non-Taxable options, then click the Save Changes button.
If you would like to match the Infusionsoft SKU code to the QBO Product ItemRef, please send an email to email@example.com asking for this to be switched on
Go to the Settings -> Sync Settings menu option.
If you’ve not configured this already, you’ll see the First-Time Settings screen.
You must click the Save Changes button at this point before you can enable synchronisation.
Finally, switch on Processing and click the Save Changes button again. Synchronisation will then begin automatically.
Once everything is set up and Synchronisation Processing is turned ON, InvoiceSync will connect to your Infusionsoft account once an hour, download the new invoices, and replicate them into Xero or QuickBooks Online.
So every time a new invoice gets created in Infusionsoft, a matching invoice with the same line items, discounts, sales tax, etc., will be created in Xero/QBO within an hour.
You can check what’s happened recently by going to the Activity Log page in your account.
Invoice dates will be set as follows:
Xero Account Codes
Invoice line items will be set to use the default account code you specified in the settings, unless you have created products in Xero that match products that exist in Infusionsoft. The SKU code is used to match products, and where a matching product is found, the invoice line items will use the account code as specified in the Xero product. Please note that SKU matching is something that will need to be switched on by our team, so if you’d like to use this feature, please send an email to firstname.lastname@example.org asking for this to be switched on
There are also a few options that are not user-configurable but that you can request by emailing email@example.com and stating which one(s) you would like.
They are as follows:
If you have more than one Sales Account code and want your Xero invoices to automatically use the correct account code for each item, InvoiceSync can do this. Simply match the product’s SKU code in Infusionsoft to the item code in Xero.
E.g. SKU code in Infusionsoft: TIL
Item code in Xero: TIL
Below are some examples:
Please note that more than one product in Infusionsoft can have the same SKU code. This will NOT use the Xero Item code or the item’s description, it will purely use that item’s account code, in our example 201 – The Implementation Lab for item code TIL.
The product description in Xero will be the Infusionsoft Product Name.
If you would like the Xero Item Code to be populated as well based on the Infusionsoft SKU code, please send an email to firstname.lastname@example.org asking us to switch this on for you.
If you would like to sync from your accounting system to Infusionsoft as well as the other way, please send an email to email@example.com, stating the email address you use to log into InvoiceSync with and the date you want ReverseSync to start from.