Xero Integration - FAQ
Xero Integration - Frequently Asked Questions
Connection and setup
How do I connect Derive to Xero?
Go to Integrations page and click on Add Integration and select Xero Accounting.
You will be redirected to Xero to authorize access.
See the full walkthrough here: Connecting Derive and Xero
Can I connect Derive to multiple Xero organizations?
Yes. Derive supports multi-entity setups. Each Xero organization is connected separately under Integrations. See: Multi Entity Xero
What Xero permissions does Derive need?
Derive requires access to accounting transactions, contacts, and settings. The connecting user must have Advisor or Standard access in Xero.
Syncing and data
When and how does data sync occur?
Reference data (chart of accounts, contacts, tax rates, tracking categories) syncs automatically when you connect and refreshes on a daily basis.
Bills sync from Derive to Xero when they are approved, and you can run manual syncs at any time from the integration page.
Is the sync real-time?
Approved bills are sent to Xero as soon as they complete the approval workflow. Reference data updates follow scheduled refreshes or manual syncs.
What happens if a sync fails?
The bill will show a Failed status with an error message. Common causes include the Xero contact not being found, or the Xero API being temporarily unavailable. Fix the underlying issue and retry the sync from the bill detail page.
Can I edit a bill in Derive after it is synced to Xero?
No. Once a bill is synced, the Xero record is the authoritative version. If changes are needed, edit the bill directly in Xero. Then do manual sync to get changes reflected in Derive.
Does Derive delete existing data in Xero?
No. Derive never deletes existing Xero data.
Are Xero bills pulled into Derive for approval?
No. Bills created outside of derive, directly in Xero are not routed through Derive workflow and approvals engine.
Limitations
What does the integration not do?
- Bills created directly in Xero are not routed through Derive approvals
- Multi-currency requires the currency to be enabled in your Xero organization before bills in that currency can sync
Are there any Xero plan requirements?
Derive works with current Xero plans (Starter, Standard, Premium). Some features, like multi-currency and tracking categories, depend on your Xero plan.
Need help? Contact us at support@derive.bi