Xero sync: Frequently asked questions (FAQ)

Below are answers to frequently asked questions about Xero Sync.

Xero Sync

Chart of Accounts are a 2-way sync
Sales Tax is a one way sync from Xero to Bill Manager
Tracking Categories (Locations & Departments) are a 2-way sync, as long as the Tracking Categories are named "Location" and "Department" in Xero
Bills are a 2-way sync, and can be edited in either Xero or Bill Manager
Unapplied Vendor Credits are a 2-way sync, but you have to apply credits in Xero and Bill Manager manually
Funds Transfers are a 1-way sync from Bill Manager to Xero
Bank Account Balance syncs from Xero to Bill Manager
Bills in Xero contain a link, which takes you directly to the corresponding bill in Bill Manager and opens in a separate tab
AR payments in Bill Manager will only sync to Xero if applied to an invoice; overpayments/unapplied payments won't sync to Xero
Fast, single-click reconciliation for all bills paid on the same day
Contacts connected to Bill Manager will be a part of a custom group called Sync to Bill.com Vendors and/or Sync to Bill.com Customers
Bills will sync over as Approved
Tax IDs for vendors are a 2-way sync
A Sync Menu icon is available from any page in Bill Manager, located at the top of your screen
Creating and updating of locations and departments will sync from Xero to Bill Manager and/or Bill Manager to Xero. Deletions made to these items, however, won't sync in either direction, they must be deleted manually in both systems.

FAQs

What syncs and what doesn't?

Xero sync image

Why didn’t my Contacts sync to Bill Manager?

Contacts may not come over to Bill Manager because Xero hasn't categorized the contact yet. This is usually due to the contact not having any transactions. A quick way to resolve this is to add the contact to one or both of the following groups in Xero:

Sync to Bill.com Vendors
Sync to Bill.com Customers

Why didn’t my Contact's address or phone number sync to Bill Manager?

In order to sync to Bill Manager, the contact address in Xero must be specifically in the "Postal Address" section
The contact phone number must be in the dash format (xxx-xx-xxxx) and should be in the Phone field, not the Mobile field in order to sync to Bill Manager

Why didn’t my Tracking Categories show up?

The only Tracking Categories that sync between Bill Manager and Xero are Location and Department; any other tracking category won't sync. If the tracking categories are Departments and Locations and they're still not syncing, it's possible that you haven't correctly named the Tracking Categories in Xero. Please make sure that you use the names Department and/or Location (no 's' at the end) to ensure they sync properly. These category names are case-sensitive.

Updates to these items will sync between both systems. Deletions made to these items, however, won't sync in either direction, they must be deleted manually in both systems.

In Xero - To add a Location

Select Settings
Select General Settings
Select Tracking
Select Add Tracking Category
Enter the category name: "Location" (must be 'Location', or it won't sync over)
Add the different location names as category options
Select Save

In Xero - To add a Department

Select Settings
Select General Settings
Select Tracking
Select Add Tracking Category
Name the category name: "Department" (must be 'Department', or it won't sync over)
Add the different department names as category options
Select Save

Why don’t some of my bill/invoices from Xero show up in Bill Manager?

There are a few reasons why some bills and/or invoices aren't showing up in Bill Manager:

Only unpaid Bills and invoices will sync from Xero to Bill Manager. We don't sync historical Paid bills and invoices.
Bills/invoices in Draft status in Xero don't sync to Bill Manager
Only USD Currency is supported by Bill Manager; bills and invoices in other currencies won't sync to Bill Manager
Bill and Invoice Numbers are required in order for bills/invoices to sync from Xero into Bill Manager

Why doesn’t my bank account sync over to Xero from Bill Manager?

Because of Xero's unique bank account setup, bank accounts can only be created in Xero and then synced over to Bill Manager.

How do I reconcile my Bill Manager payments?

See our article on Xero: Reconciling the bank account.

How do I track payments made outside of Bill Manager?

Locate the bill in Bill Manager
Select More actions
Select Mark as paid

On the following screen, there will be the option to either sync this payment into Xero, or mark the payment not to sync.

How do I track credit memo or vendor credit application?

Vendor credits and credit memos must be applied manually in both Bill Manager and Xero.

Why do my bill sync as "Awaiting Payment"?

By default, all Bills sync as Authorized into Xero.

How do I stop bills/invoices syncing from Xero?

By default, transactions have a 2-way sync. To enable sync for transactions to ONLY sync from Bill Manager to Xero, please contact Customer Support.

How can I view my bill documents from Xero?

Documents don't sync from Bill Manager to Xero.

How and where do I sync?

Syncs are initiated from within Bill Manager, in one of the following options:

Select the sync icon at the top of your Bill Manager account

Select Settings
Select Sync Now under Sync

Do I have to sit and wait for the sync to finish?

You can leave the sync screen at any time and continue to work in Bill Manager. The sync icon at the top of any screen in Bill Manager will show the current sync's progress.

Do I need to sync manually every time?

While you can sync manually at any time, you can turn on auto-sync and the sync will automatically run. We suggest syncing at least once daily to ensure Xero and Bill.com are up-to-date, and financial reports are accurate.

Why don’t I see my uploaded documents in Xero?

Select the link from a Xero invoice to view the bill and supporting invoice in Bill Manager. Documents don't sync between Bill Manager and Xero.

How do I resolve sync errors?

Many sync errors can be resolved on your own. Try pasting the error into the search bar in the Support Center, to find an article relating to your sync error. Follow the steps to troubleshoot and clear it. If the errors persist, please contact Customer Support.