Accounting contacts

Once Settings → Accounting is connected, each supplier can be linked to a matching contact in your accounting system. The link is what tells Logistified which record a purchase order’s bill should be created against. This page covers linking one supplier at a time, and the two bulk flows for linking many at once.

Linking one supplier

Open a supplier and click Edit. When accounting is connected, an Accounting section appears in the edit dialog (and in its section jump-navigation). It shows:

A Connected badge if the supplier is already linked.
A search field — placeholder “Connect to accounting…” — for picking a contact. Search by name; each result shows the contact’s name, email, and a supplier badge if your accounting system already flagged that contact as a supplier.
A Disconnect button once linked, and a Clear mapping option inside the picker.

Picking or clearing a contact saves immediately — you don’t need to click the dialog’s Save Changes button for this field. The helper text under the field tells you the current state: “Linked to [Contact Name] in accounting” or “Link this supplier to its accounting contact so purchase orders sync to the right record.”

What happens without a link

A supplier doesn’t have to be linked before its first bill push. When a purchase order syncs and its supplier has no linked contact:

Logistified looks for a Xero contact whose name exactly matches the supplier’s name. If one exists, it’s adopted — the bill posts to it, and the supplier is linked to it from then on.
If no contact matches, a new contact is created in Xero with the supplier’s name, and the supplier is linked to it.

An explicit link always wins over name matching — once a supplier is linked (by any of the flows on this page, or by the auto-adopt above), the name is irrelevant and renaming either side changes nothing. Suppliers that can’t produce a usable contact at all — an unnamed supplier, or the “Default Supplier” placeholder — can’t sync, and the order’s Accounting card says so.

Importing suppliers from your accounting system

Rather than creating suppliers first and linking them one by one, you can import contacts straight from Xero as new suppliers, already linked.

On the Suppliers page, open Create supplier → Import from Xero. You’ll see a checklist of contacts from your accounting system — name, email, and a supplier badge where applicable. Contacts already linked to an existing supplier show a greyed-out linked badge and can’t be selected again.

Search or scroll to find the contacts you want.
Use Select all / Deselect all, or tick individual rows. The header shows a running count.
Click Import [N contacts].

Import runs one contact at a time with a progress indicator. When it finishes, a summary breaks results into Created, Linked, Skipped, and Failed, with the reason for each. Every successfully imported contact becomes a new supplier, automatically linked.

Matching existing suppliers in bulk

If you already have suppliers in Logistified and want to link them to existing accounting contacts, the linking process runs through the supplier list’s selection actions instead of linking one at a time:

On the Suppliers page, mark the suppliers you want to link — tick their rows, or use Select all matching to mark every supplier in the current view.
In the selection toolbar, open Actions → Match to Xero — “Link each selected supplier to its Xero contact (auto-matched by name).”

Logistified auto-suggests matches by comparing supplier and contact names (ignoring case and extra whitespace) and shows how many of the selected suppliers it matched automatically. Each row lists one supplier with a contact picker pre-filled with the suggested match, or Skip (no match) if nothing matched. Review and override any row before applying — only rows with a chosen contact are linked; skipped rows are left untouched.

Click Link [N suppliers] to apply. Linking runs sequentially with a progress indicator, then shows a result per supplier — Linked or an error — with a summary count.