Manage Your Xero Data Sync

Once your Xero account is connected to Derive, you can manage exactly what data is synced, how it's synced, and when to trigger a refresh - all from your integration settings.

Accessing Your Sync Settings

Navigate to Integrations and click on view to open the integration detail page for that Xero Connection.

Choosing What to Sync

Derive can sync the following data models from Xero:

• Vendors
• Tax rates
• Ledger accounts
• Purchase orders
• Bills

Open Configure Sync Models to select the data you want to keep in sync. If no models are selected, all models will sync by default.

If this is a brand new connection use Fresh Start Sync from the more option menu to do a full historical sync from scratch

Running a Sync

From the action menu, you can run targeted syncs without refreshing everything:

• Sync all configured models - syncs everything you've selected
• Fresh start sync - runs a full historical sync from scratch
• Custom date sync - syncs data from a specific date onward
• Tax rates and accounts only
• Bills and purchase orders
• Bills only (includes a custom date option)
• Purchase orders only (includes a custom date option)
• Vendors only
• Tracking categories only

Tip: Use Fresh Start Sync after major chart-of-accounts changes in Xero. Use Custom Date Sync to control how much historical data is pulled in.

Tracking Categories

If your Xero organization uses tracking categories (e.g. Department, Product etc), Derive pulls these in automatically during a sync. Admins can manage tracking categories at the entity level and choose whether they apply to all bill line items or only selected items.

Using Synced Accounts and Tax Rates in Bills

Derive uses the accounts and tax rates synced from Xero. When processing a bill, users select the correct GL account and tax rate for each line item - keeping your Xero coding consistent.

If you've added new accounts or tax rates in Xero and they're not showing in Derive, run a Tax Rates and Accounts sync from the action menu.

Need help? Contact us at support@derive.bi