Xero integration

Connecting CaterCloud to Xero

The Xero integration automatically syncs your invoices, payments, and contacts from CaterCloud into your Xero organisation — keeping your books up to date without manual data entry. It's available to Australian businesses and is ideal for any catering operation already using Xero for accounting.

Connecting Xero

1. Go to Settings → Xero.
2. Review the list of what syncs, then click Connect Xero.
3. You'll be redirected to Xero to authorise the connection. Sign in and grant access.
4. Once complete, you'll land back in CaterCloud with a confirmation banner: *"Xero connected successfully!"*

The page will then show your connected Organisation name, the date you connected, and when the access token expires.

> Note: CaterCloud is the source of truth — data flows one way, from CaterCloud into Xero.

What syncs

• Invoices — invoices created in CaterCloud appear in Xero automatically
• Payments — Stripe, Square, and manual payments are recorded in Xero against the matching invoice
• Contacts — client contacts are synced so invoices are assigned to the correct Xero contact
• GST — tax is correctly categorised using your Xero chart of accounts

Setting up account codes

Once connected, a second card appears on the same page letting you map invoice types to your Xero accounts.

1. Enter your codes in the Sales account code, Payment account code, and Purchase account code fields.
2. Click Save account codes.

The defaults are 200 (Sales), 090 (bank/payment clearing), and 310 (expenses/COGS). Find the right codes in Xero under Accounting → Chart of Accounts.

Disconnecting Xero

1. Go to Settings → Xero.
2. Click Disconnect Xero.
3. Confirm in the dialog by clicking Disconnect.

Synced invoice IDs are preserved, so if you reconnect later, existing records won't be duplicated. New invoices will stop syncing until you reconnect.

Troubleshooting connection errors

| Error shown | What to do |

|---|---|

| *"Xero connection cancelled"* | Try connecting again from Settings → Xero |

| *"No Xero organisations found"* | Make sure your Xero account has at least one active organisation |

| *"Token exchange failed"* | Retry; if it persists, contact support |

Tip: Payments from Stripe and Square sync to Xero automatically — check out the Stripe integration and Square integration articles to get those connected too.