Forecasts integration with Xero allows for better financial monitoring and accessibility. With the integration in place, users will find it easier to manage invoices, purchase orders, and more. The main purpose of the integration is the ability it grants to users to export invoices to Xero. For this to happen it is necessary to sync and/or import clients from Xero to Forecast. This article covers why this process is necessary, and how to sync and import client profiles across the two platforms.
The article includes:
- Client profile linking and invoice exporting
- Importing Xero customer profiles to Forecast
- Linking existing client profiles in Forecast to Xero customer profiles
- Unlinking Forecast client profiles from Xero
Client profile linking and invoice exporting
As stated in the introduction, it is necessary to link client profiles in Forecast with their counterpart customer profiles in Xero. This is because one of the main options that are a requirement to be filled when exporting an invoice to Xero is the customer. To export an invoice it simply must fall under a customer profile, it cannot be exported otherwise.
Importing Xero customer profiles to Forecast
One of the features that come with the Xero integration is the ability to import customer profiles that reside in Xero to Forecast. This allows for the process to be automated instead of having to do it manually. An Admin can just import customers from Xero to Forecast from the Clients tab in the admin panel. We advise using this option if there aren't client profiles already in Forecast, if the account already contains client profiles that are the same as the customer profiles in Xero please view the steps mentioned in the Linking existing client profiles in Forecast to Xero customer profiles section.
To import Xero customer profiles to Forecast
- Click on Admin in the top bar.
- Select Clients from the dropdown.
- After the integration with Xero is set up there will be a new button named 'Import from Xero.'
- Click on the Import from Xero button. A smaller pop-up window will appear.
- From the pop up select the customers that should be brought over to Forecast by checking the empty box next to their name. It is possible to also select all of them by checking the top box.
- After selecting all of the customers that should be brought over click Create Clients.
This process will bring over the selected customers to Forecast and they will be automatically linked with their profiles in Xero. To confirm this, check for the Xero logo which appears at the end of the client's line in the Clients tab.
Linking existing client profiles in Forecast to Xero customer profiles
However, there is a chance that the Forecast account is older than the integration, and client profiles that reside in Xero already exist in Forecast. If this is the case, and a user followed the process mentioned in the Importing Xero customer profiles to Forecast section of this article they would end up with duplicate profiles for the same customer.
To avoid this, Forecast allows administrators to manually link a Forecast client to a Xero customer from the profile of the client in Forecast.
To manually link existing Forecast clients to Xero customers
- Click on Admin in the top bar.
- Select Clients from the dropdown.
- Find the client that should be linked to a Xero customer and click on their name to access the profile.
- While in the profile, scroll down until the Xero section is visible.
- Click on the dropdown button.
- Search for the Xero customer by typing the name.
- Click on the name of the Xero customer.
- A smaller pop-up window will appear with the option to cancel or link.
- Click on the Link option to successfully link the profiles across the platforms.
Unlinking Forecast client profiles from Xero
If at any point client profiles in Forecast have to be unlinked from their Xero counterpart, it is possible to do so. This has to occur separately for each client profile. Moreover, the process requires Admin permission. The guide below explains the process.
To unlink a Forecast client profile from Xero
- Click on Admin in the top bar.
- Select Clients from the dropdown.
- Find the client that should be linked to a Xero customer and click on their name to access the profile.
- While in the profile, scroll down until the Xero section is visible.
- Click on the Unlink button.
- A smaller pop-up window will appear asking for confirmation.
- Click on Unlink a second time to finalize the process.
The client's profile will not be linked to its Xero counterpart anymore after this process. If necessary it is always possible to link it once again by following the steps from the Linking existing client profiles in Forecast to Xero customer profiles section of this article.
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