Exporting Invoices to Xero

⏱️ 4 minute read

The Xero for Forecast integration streamlines invoicing based on project data, reducing manual entry and errors. It keeps invoice statuses and payments in sync between both platforms, providing real-time visibility into cash flow and project financials. This improves billing accuracy, ensures consistent client data, and helps manage budgets and profitability more effectively.

This article covers:

• Exporting Invoices
• Invoice Statuses
• Synchronizing Invoices and Payments
• Unlinking Invoices from Xero

Exporting Invoices

Once connected, you can export invoices created in Forecast directly to Xero, with any changes made in Xero syncing back to Forecast, providing a single source of truth. Before exporting, make sure client profiles are linked between the two platforms.

• Learn more in Linking Xero Clients with Forecast

Invoices can be exported from Finance or from within an individual project's Invoicing.

To export invoices from Finance

1. Click Finance in the navigation ribbon.
2. Select All Invoices from the dropdown.
3. Find the invoice you wish to export.
4. Click Export on the far right of the invoice row. 
   
5. In Export to Xero, select Customer and the Xero Account.
6. If Include Project in Description is enabled, project name and ID will appear on each line item. 
   
7. If Include Project in Description is not enabled, project name and ID will not be included on each line item. 
   
8. Click Export. 
   
9. A notification at lower left indicates the export was successful.
10. Exported invoices display the Xero logo. Click the icon to open the invoice directly in Xero.
    

To export invoices from projects

1. Click Projects in the navigation ribbon.
2. Select All Projects from the dropdown.
3. Open the project you are working with.
4. Click Finance in the left side panel.
5. Select Invoicing.
6. Find the invoice you wish to export.
7. Click Export on the far right of the invoice row. 
   
8. Follow Steps 5-8 in To export invoices from Finance above to complete the export.
9. Once the invoice is exported, it will reflect the Xero logo. 
   

Invoice Statuses

In addition to Forecast's invoice statuses, the integration allows users to view invoice status from Xero.

Overview of Xero statuses

• DRAFT: A draft invoice (default).
• SUBMITTED: An awaiting approval invoice.
• AUTHORISED: An Invoice that is approved and awaiting payment, or partially paid.
• PAID: An invoice that is completely paid.

Synchronizing Invoices and Payments

Once an invoice has been exported to Xero, changes can no longer be made to the invoice in Forecast. Changes made to linked invoices in Xero are reflected on the invoice in Forecast via Xero's webhooks. 

This applies to:

• Date, Due date, Currency & Invoice reference
• Invoice entry changes (quantity, unit price, tax, discount) and new/removed entries
• Invoice payment changes (amount) and new/removed payments

Additionally, Forecast provides the option to manually synchronize payments for linked invoices. Synchronize is available in Finance and within project Invoicing. 

To manually synchronize invoices

1. From Finance > All Invoices, click Synchronize at the top right. 
   
2. The sync takes few moments to complete depending on the amount of data being synchronized.
3. Once completed, the page will refresh and the invoices will reflect payments or changes from the linked invoices in Xero. 

Alternatively, you can sync invoices from within a project. 

1. From within a project, open Invoicing in the left side panel.
2. Click Synchronize on the right above the list of invoices. 
   
3. The sync takes a few moments to complete depending on the amount of data being synchronized.
4. Once completed, the page will refresh and the invoices will reflect payments or changes from the linked invoices in Xero. 

Unlinking Invoices from Xero

To make changes to an exported invoice, you must first unlink it from Xero. Unlinking removes the sync, allowing you to edit or delete the invoice in Forecast. If you plan to re-export the invoice after making changes, it is recommended to delete the original invoice in Xero to prevent duplication. Invoices can be unlinked from Finance or within a project’s Invoicing.

To unlink an invoice from Xero

1. Find the invoice to unlink in Finance > All Invoices or within the project's Invoicing.
2. On the invoice row, click three dots at the far right. 
3. Select Unlink.
   
4. Review the warning and click Unlink.
   
5. The invoice is unlinked and no longer displays the Xero logo. 

Related Articles

• Syncing Xero Clients with Forecast
• Importing Purchase Orders from Xero