Send invoices and credit notes to Xero

Once an invoice is final in Filmo, your accountant needs it in Xero. Two accounting templates do it for you: one for invoices, one for credit notes. After that, approving an invoice is all it takes.

Before you start

• Xero is connected and has a default sales account and a rate for every tax your invoices use in the tax map. See Xero connection settings.

Turn on invoice sending

1. Open the templates Go to «Settings» → «Integrations» → «Xero» → «Workflows».
2. Install the invoice template In group 1, choose the template that sends the invoices validated in Filmo. Filmo creates the workflow.
3. Publish it Click «Publish and activate».
4. Add credit notes In «3. Credit Notes», install the template that sends validated credit notes and publish it too.

Send the wedding invoice

Now approve invoice F260012 for the Landmark Venues wedding as usual (see Approve an invoice). The «Invoice validated» trigger starts the workflow, and the «Send invoice to Xero» step:

• Sends the client first, if it isn't in Xero yet.
• Creates the invoice with Filmo's number, issue date, due date (or the issue date if there's none), currency and series name in the reference.
• Adds one line per tax with the base and tax amount Filmo calculated, in the default sales account. Anything without tax goes on one more exempt line.
• Compares totals and only then approves it in Xero. If they don't match, it withdraws the draft from Xero and the run fails.

The invoice is now a linked document: if the workflow runs again, nothing is duplicated. If Xero already has an invoice with the same number and total, Filmo adopts it instead. Credit notes go the same way, as Xero credit notes with positive amounts.

What happens next

• Check the result in the workflow's runs: there's no mark on the invoice. See Review a workflow's runs and errors.
• Payments go to Xero with their own template. See Send collections and supplier payments to Xero.
• Drafts are never sent. A voided invoice goes through the void step, not this one.

Void invoices and delete payments in Xero

The «4. Optional» group reflects in Xero what you undo in Filmo. Install these templates only if you want that: voiding in Xero can't be undone.

• Void the invoice or credit note in Filmo first (see Void an invoice). The «Void invoice in Xero» step then withdraws it from Xero if it was a draft there, or voids it if it was approved.
• If the invoice never reached Xero, the step does nothing and says so.
• If Xero refuses, for example because the invoice has payments, the run fails with Xero's reason and nothing changes. Remove the payments in Xero or leave it there.
• «Delete payment in Xero» deletes a collection or supplier payment you deleted in Filmo, only if Filmo had sent it. Otherwise it leaves a task.

If you see an error

Messages from Xero sends appear in Spanish. The common ones, such as a tax with no match or a total that doesn't add up, are in Fix an invoice that won't send to Xero.

Related resources

• Accounting templates and the order to install them
• Create a credit note for an invoice
• Void a credit note
• Fix an invoice that won't send to Xero