How to connect to Xero

Before you start - ensure you have the correct permissions in xero that allow you to connect a 'connected app' to your account. More details can be found on the xero website: https://central.xero.com/s/article/Getting-started-with-Xero-Connected-Apps

Lets get connected:

Step 1 - How will infoodle handle Xero contacts

  1. Click Administration | Xero OR Finance | Transactions | Configuration | Xero Setup.
  2. Click Contact settings.
  3. Select the relevant options:
    • Build infoodle from Xero - The question to ask is when a contact is added to Xero, how do you want infoodle to process it? Import and manually add to infoodle or automatically add. NB. When automatically add is selected there may be times when some duplication occurs and you may go over your price band. In general we suggest NOT automatically importing contacts and updating them. The goal is that infoodle becomes your central access point for contact data and as such is most likely to be updated here. There are however types of organisations where this automated approach is useful. We recommend you do some regular data checks in order to keep your data clean.
    • Xero changes to contacts - When a contact is edited in xero, how do you want that change to affect the connected contact in infoodle? Manually or automatically update to match Xero.
    • Infoodle changes to contacts - When a contact is edited in infoodle that is connected to xero, how do you want that change to affect the contact in xero? Ignore or push up edits to Xero.
  4. Click Save.

Step 2 - Connect to Xero

You will need to authorise infoodle to access your Xero accounts. To do this follow these steps:

  1. Click Administration | Xero OR Finance | Transactions | Configuration | Xero Setup.
  2. Click on Check and authorise.
  3. Then click on Connect to Xero.
  4. A new window will be launched where you will be asked to login to Xero. Follow the options presented by Xero. Once completed you will be asked to return to the infoodle screen and will need to re-confirm these details.
  5. You are now connected to Xero. You can click on Check and Authorise at any time to check you have a valid connection.
  6. If you do nothing further – then infoodle will wait until its next schedule import (about 3 hours) and commence importing the following data ready for you to process further as required:
    • All contacts
    • All tracking categories
    • All bank account information (basic info such as account code and name)
    • All account codes (revenue ones by default)
  7. However, if you have a brand new infoodle site and wish to import the contacts now, then click the Import contacts now button. This is great if you are building infoodle from Xero data.

Note: If you are presented with a Failed to retrieve information message, you may have to wait about 30 minutes before trying again. It can occur when you have just made changes to the Xero account (e.g. removed the add-on). Try logging out of xero, and then try this step again.


Step 3 - Setup the Xero Schedule - Choosing transactions to import from xero

Once transactions are reconciled in Xero they become available to infoodle. In order to import these transactions automatically, you need to configure infoodle by specifying which bank accounts and account codes you wish to import. It’s normal that a lot of the transactions you process in xero are not relevant to infoodle, and as such you are able to limit the transactions you download to just those you are interested in.

For the steps to setting up the Xero schedule click here.

Once the Xero schedule is setup this will list the scheduled activities that will run a task every 3 hours to pull in any new data from Xero. By establishing a schedule you are telling infoodle which transactions you want imported. You can always edit or delete items from the schedule.

What does infoodle import

Each time infoodle updates data from xero it will collect the following items:

  • The list of any updated contacts
  • The list of all bank accounts, making sure the ones in your schedule are still active
  • The list of all account codes, making sure the ones in your schedule are still active
  • The list of any transactions that have been reconciled or updated since the last time
  • The list of any tracking categories

Step 4 - Transaction settings - Reconcile Xero contact names and descriptions

If you enter names or giving numbers in set formats in the description area of xero line items you will need to describe that format here to ask infoodle to try and match these details to people in infoodle.

Items infoodle can interpret: Giving numbers and Names.

  1. Click the menu Finance / Transactions / Configuration /Transaction Settings.
  2. Enter the relevant info and click Save.

Step 5 - Account Code Settings

  1. Click the menu Finance / Transactions / Configuration /Account Code Settings
  2. Choose the relevant option and click Save.


Step 6 - Giving Number Settings

  1. On the Navigator menu click Finance / Transactions / Configuration / Giving Number Settings
  2. Choose the relevant option and click Save.

Step 7 - View your current Xero Status

On the Navigator menu click Finance / Transactions / Configuration / Status

For your information this screen shows you the current status, when the last connection was made to xero etc.

Now you are all set and ready to go.

Note: For more information on reconciliation and finance click here

Now that you have Xero connected see what else you need to get setup before getting started.

OLD DOC: Note: For more details on the steps - please download the following document.