Xero (sync & historical import)

Overview

Setell works with Xero the same way it works with QuickBooks: it creates an invoice in Xero when a job closes, and it reads your past Xero sales so your quotes start from real numbers instead of guesses. It's the accounting connection for shops that run on Xero instead of QuickBooks.

Xero is a Business and Pro feature. Connecting Xero needs the Business or Pro plan — that's the same tier that unlocks pricing memory from your history. If you're on Free, the Connect Xero button prompts you to upgrade first. See docs/account/plans.

Before you start

• The Business or Pro plan.
• A Xero account you can sign in to (you'll approve access on Xero's site).
• If you also connect QuickBooks, QuickBooks takes precedence for invoicing — Setell uses Xero when QuickBooks isn't connected.

Connect Xero

1. Go to Settings → Connections and find the Xero card.
2. Click Connect Xero.
3. Sign in on Xero's site and approve access. If your login has more than one organisation, Setell connects the first one.
4. You land back in Setell and the card reads Connected with your organisation name.

What syncs, and which way

• Invoices go out (Setell → Xero). When a job reaches Invoiced, Setell creates the matching sales invoice in Xero. It matches the contact by name and creates the contact if they're new.
• Your past sales become pricing signal (Xero → Setell). Setell reads your recent invoices and quotes so your numbers start grounded in your own work. Click Import history on the Xero card to pull it in — the import runs in the background and re-running is safe.
• What you paid vendors becomes material signal (Xero → Setell). Setell also reads your vendor bills to learn real material costs over time.

Setell never edits or deletes anything already in your Xero. It only adds an invoice when you invoice a job.

What happens next

• New invoices sync automatically once a job is invoiced.
• Imported history shows up to Setell within a few minutes of the import finishing.
• To stop syncing, click Disconnect on the same card. Existing data stays in Xero — disconnecting only stops new syncs.

Troubleshooting

• The Connect button asks me to upgrade. Xero connects on the Business and Pro plans. Upgrade under Settings → Plan, then connect. See docs/account/upgrade-billing.
• An invoice didn't appear in Xero. First check the job actually reached Invoiced in Setell — invoices only sync from that stage. Then confirm the Xero card reads Connected. If both are true, the sync retries on its own; check again shortly.
• Card says "Reconnect required." Xero access expires from time to time. Click Reconnect on the card and approve again on Xero's screen.
• "Already connected to another account." That Xero organisation is connected to a different Setell account. The owning account must Disconnect first.
• Still stuck → docs/reference/troubleshooting.

FAQ

• Do I need QuickBooks too? No. Xero is the alternative — connect whichever accounting system you run. If you connect both, QuickBooks handles invoicing and Xero is the fallback.
• Does connecting change my existing Xero data? No. Setell only adds invoices when you invoice a job, and reads past invoices and bills for pricing. Nothing existing is edited or removed.
• Will a new contact be created in Xero? Yes — if the customer on the job isn't already in Xero, Setell creates them when it makes the invoice.
• Can I connect more than one organisation? One Xero organisation per Setell account.

Related

• docs/integrations/quickbooks · docs/import/quickbooks-history · docs/integrations/stripe · docs/account/plans

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