Set up Xero accounting

Logistified’s accounting integration connects your shop to Xero and keeps the purchasing side of your books in sync: suppliers become contacts and purchase orders become bills. This guide is the end-to-end setup path and an overview of everything the integration can do; each step links to the detailed reference page for that surface.

The integration is part of the Elevate plan.

What the integration can do

Everything flows from records you already keep in Logistified — there’s no double entry.

In Logistified	In Xero
Supplier	Contact — created or linked, with name, email, address, and tax number
Purchase order	Accounts-payable bill, carrying the purchase-order number as its invoice number

It also works in the other direction:

Bill paid in Xero → order paid in Logistified. When a bill is fully paid in Xero, the matching purchase order is marked paid automatically.
Xero contacts → Logistified suppliers. Import contacts as new, already-linked suppliers, or bulk-match them to suppliers you already have.
Xero tax rates → Logistified tax rates. Import your Xero tax rates so pushed bills use the exact tax type, not an approximation.

You choose how hands-on the syncing is — from fully manual pushes to bills that create and update themselves as orders progress (see step 2).

Before you start

Your shop is on the Elevate plan.
You have a Xero login that’s allowed to authorize app connections for your organisation.

Setup

Connect Xero. Open Settings → Accounting → General and click Connect Xero. Xero’s authorization screen opens in a new browser tab; approve access, close the tab, and click Refresh back in Logistified — the organisation appears in the list. If you connect more than one organisation, mark the one purchase orders should sync to as primary. Details: Settings → Accounting.

Choose how bills are created. On the Purchase Orders tab, pick a bill creation mode per organisation:

Mode	What happens
Manual	Bills are only created or updated when you push them yourself from the purchase order.
Automatic creation	The bill is created once, automatically, when the order reaches a status you choose. Later changes still need a manual push.
Full auto	Bills are created and kept in sync automatically as the order progresses — no pushing needed.

The lifecycle mapping below the mode decides which bill status (Draft, Submitted for approval, Authorised) the bill takes at each purchase-order stage. A bill always takes the status of the highest mapped stage the order has reached, and never moves backwards. Details: Purchase order sync settings.

Map your accounts. Still on the Purchase Orders tab, set the default expense account (required for any bill to post) and optionally a shipping account and an additional costs / discount account.
Import your tax rates. Open Settings → Tax rates and click Import from Xero. Pick the rates you use for purchasing and import them — each one arrives pre-mapped to its Xero tax type, so bills post with exactly the right tax treatment. You can also map rates you created earlier to a specific Xero tax rate, or leave them unmapped and let Logistified match by percentage. Details: Settings → Tax rates.
Link your suppliers. A purchase order can only sync when its supplier is linked to a Xero contact. Three ways, all from the Suppliers page:
- Create supplier → Import from Xero — pick contacts from a checklist and each becomes a new supplier, already linked.
- Mark suppliers → Actions → Match to Xero — select the suppliers you already have, then link them in bulk; Logistified pre-suggests matches by name and you review each row before applying.
- One at a time — edit any supplier and pick its contact in the Accounting section.
Details: Suppliers → Accounting contacts.
Optionally, bring your existing orders into sync. For history, Logistified maps rather than re-creates: if a bill already exists in Xero, you connect it to its purchase order instead of pushing a duplicate. The Connect existing bills card on the General tab matches your Xero bills to purchase orders by bill number and links them in one review — nothing is written to Xero. Individual orders can also be connected from their Accounting card. The manual push still exists per order, for the other case: a historical order with no bill in Xero yet gets one via Create Bill on its Accounting card — deliberately one order at a time; there is no bulk push. Details: Connecting existing bills and Syncing existing purchase orders.

How it works day to day

On each purchase order, an Accounting card on the detail page shows the sync state per connected organisation — whether a bill exists, whether local changes are waiting, and a Create Bill / Update Bill / Push again button for manual pushes. A View in Xero link opens the bill directly. If an automatic push was skipped, the card tells you why in plain terms (for example, a missing expense account or a placeholder supplier). Details: Purchase Orders → Accounting sync.

Paid status flows back. When Xero shows the bill fully paid, Logistified marks the purchase order paid.

The integration is careful with your books:

It never creates duplicate bills — re-pushing an unchanged order reports “Already in sync.”
A bill’s status never moves backwards, even if the order’s does.
Bills that are paid, locked into a closed accounting period, or otherwise final in Xero are left alone; later changes to the order stay in Logistified only, and the card tells you so.
Putting an order On Hold, into Dispute, or Cancelled stops automatic pushes for it.
Disconnecting an organisation never removes anything already synced to Xero.

Set up Xero accounting

What the integration can do

Before you start

Setup

How it works day to day

See also