The Xero integration creates or updates Xero contacts from Neptune customer details. It sends the customer name, address, and primary contact email and phone. It can also create invoices in Xero using the revenue account and tax type you select.
The Xero tile must be available under Admin → Integrations, and you need access to authorise the intended Xero organisation. Only one accounting provider can be connected to Neptune at a time.
Connect Xero
- Open Admin → Integrations and select Xero.
- Click Connect Xero.
- Sign in to Xero and approve the requested access.
- If Neptune shows Choose Xero organisation, select the accounting organisation from Select Xero organisation.
Neptune shows Xero connected or Xero organisation selected, and the status changes to Connected. If another provider is connected, disconnect it first.
If Neptune warns that Xero needs updated invoice permissions, click Update permissions and complete the Xero authorisation again. Customer sync may remain connected, but invoice settings and invoice sync require the additional permissions.
Choose when customers are created
Under Auto-create customer in Xero, choose one of these settings:
- Don’t auto-sync leaves customer creation as a manual action.
- When the customer is created creates the Xero contact when a Neptune customer is created.
- When a contract is signed creates the Xero contact when a contract is signed.
Linked customers are updated in Xero when their name, address, or primary contact email or phone changes. Neptune shows Xero auto-sync setting saved after the selection is stored.
To sync manually, open the Neptune customer and use Sync to Xero in the accounting summary. After the first sync, the action becomes Sync again and a Synced to Xero link can open the Xero contact. If these controls are missing, confirm the integration is connected and available to your organisation, then contact Neptune support.
Configure invoice sync
- In the connected Xero drawer, find Invoice sync.
- Choose Sync manually or Sync automatically on creation.
- Under Xero invoice defaults, select a Default revenue account and Default tax type.
- Click Save invoice settings.
Automatic sync requires both defaults. Neptune calculates totals using the tax settings captured from your organisation, while the Xero defaults tell Xero which account and tax type to apply to each line. Invoices are created as drafts in Xero.
With manual sync, create the invoice in Neptune, open its details, and click Sync to Xero. See Invoices.
Refresh payment statuses
When the connected Xero permissions support invoice status reading, the Invoices page shows Refresh payment statuses. Click it to check synced Xero invoices. Neptune reports how many were marked paid or confirms that statuses are up to date.
Disconnect Xero
Open Admin → Integrations → Xero and click Disconnect. Neptune shows Xero disconnected. New customer and invoice sync stops until an accounting provider is connected and configured again.
Troubleshooting
- Choose organisation remains shown: Select the intended Xero organisation. The connection is not complete until selection succeeds.
- Invoice settings are missing: Click Update permissions if offered. The connection needs invoice, account, and tax-rate permissions.
- Automatic invoice sync cannot be saved: Select both a revenue account and tax type.
- An invoice sync fails: Open the invoice and read the error shown there. Correct the connection or defaults, then retry Sync to Xero.
- Xero is missing from Integrations: Contact Neptune support to confirm availability for your organisation.