Xero figures don't match CaterCloud

Xero Figures Don't Match CaterCloud

This article helps you diagnose and resolve discrepancies between your CaterCloud records and Xero. It's aimed at catering business owners or administrators who have the Xero integration active.

Check the Sync Direction

CaterCloud typically syncs invoices and payments in one direction — from CaterCloud to Xero. This means:

• Changes made directly in Xero will not automatically update CaterCloud
• Always treat CaterCloud as the source of truth for bookings and invoices
• If you've edited an invoice in Xero, recreate that change in CaterCloud and re-sync

Identify Unsynced Invoices

Not every invoice syncs automatically. Check for invoices that may have been missed:

• Look for invoices still in Draft status — these are often excluded from sync
• Confirm the invoice has been marked as Approved or Sent before expecting it to appear in Xero
• Manually trigger a sync where the option is available on the invoice record

Review Tax Settings

Mismatched totals are frequently caused by tax configuration differences:

• Confirm your Tax Rate settings in CaterCloud match the tax codes set up in your Xero account
• Check whether prices in CaterCloud are set to tax inclusive or tax exclusive — a mismatch here will cause Xero totals to differ
• If you've recently changed your tax settings, previously synced invoices may reflect the old configuration

Check Your Xero Connection

A broken or expired connection can cause partial or failed syncs:

• Navigate to your Integrations or Settings area and confirm the Xero connection status shows as active
• If the connection has expired, re-authenticate with your Xero credentials
• Review any sync error messages or logs displayed alongside the connection status

Still Not Matching?

If totals still differ after checking the above:

• Cross-reference the specific invoice numbers flagged in Xero against the same records in CaterCloud
• Contact CaterCloud support with the invoice reference numbers and a description of the discrepancy

> Tip: Keep your Xero chart of accounts aligned with CaterCloud's income categories to prevent future mismatches — check your Account Mapping settings if available.