Pooltrackr can be integrated with Xero. The integration will sync the contacts, products, and invoices between the platforms.
Getting started with Xero Integration
Contacts
This is a two-way integration, so if you create or edit a contact in either platform, the same will be reflected in the other platform. You will see the Xero icon against all customers, which will enable you to link through to the contact in Xero. When you open a contact, you can also re-map the associated Xero contact.
Invoices
When you create an invoice in Pooltrackr, the invoice will be sent immediately to Xero, with all line items, taxes and item codes. The invoice will be assigned to the linked contact. The invoice will also contain the pool address, date of service and invoice notes. You will see the Xero icon against all invoices, which will enable you to link through to the invoice in Xero.
Products
Products are read from Xero. If you need to edit the product, you must do so in Xero. You will see the Xero icon against all products, which will enable you to link through to the product in Xero. When you open a product, you can also re-map the associated Xero product.
Payments
If you mark an invoice as paid in either platform, it will be applied to the other platform. The Stripe integration allows you to on-charge Stripe fees and assign fees collected and paid to the relevant Xero account. Please see the Stripe integration section for more information.
Initial connection
1. Navigate to Setup
2. Click on Integrations
3. Select Xero
4. Click on the Connect to Xero button
5. Once done, you will be redirected to the Xero login page. Enter your Xero login credentials.
6. After logging in, you will be routed to the Xero User Consent page, and select your organisation.
7. Click on Allow access.
Data initialisation
The system will suggest linked contacts based on many variables. If you think the link is incorrect, you can choose another contact in the dropdown.
If you do not believe that the contact in Pooltrackr exists in Xero, choose the Create new contact in Xero option or click on the Create new button.
You cannot link multiple Pooltrackr contacts in Pooltrackr to a single contact in Xero. If this happens, you will see a Contact already selected flag. You can filter by Contact already selected and choose the correct contact for each. You will not be allowed to proceed until all Contact already selected flags have been removed.
Once you are ready to sync the contacts, click on the Next button found at the bottom of the Data initialisation page.
Product sync
If you have products in Xero, you need to indicate whether the prices in Xero are INC or EX GST. Check the notice to ensure you are setting up the products correctly. There is more information about this on the page. Click the Next button found at the bottom right corner of the page to proceed.
Click CONTINUE if
You only have products in Pooltrackr
You only have products in Xero
You have products in both systems, but they are the same/similar
If you have products in Pooltrackr and Xero, and they are very different (e.g. the same product but different SKU and different prices), you may want to use this as an opportunity to clean up your products. In that instance:
Export your products from Pootlrackr
Check through them and import them into Xero or merge them with existing products
Press the DELETE UNASSOCIATED PRODUCTS button below
Click Next to complete the synchronisation.
Configure Xero
Now that Xero is connected, you need to configure the integration between Pooltrackr and Xero.
Default Sales Account (Required) - By default, the sales account is set to Sales - 200. This is the Xero revenue account Pooltrackr will use when sending invoices across.
Default invoice status (Required) - Choose how you want the invoice to be exported in Xero. If you select Draft, you will have to finalise the invoice in Xero and make the necessary completion while the Approved option directly goes to Awaiting Payment status.
Approved → goes straight into Xero as a finalised invoice.
Draft → sits in Xero waiting for manual review.
Invoice Numbering Scheme (Required) - Select whether you want to use the either Xero or Pooltrackr invoice numbering.
Sync Pooltrackr Invoice Number as a Reference (Optional) - When enabled, the Pooltrackr invoice number appears inside Xero as the reference field. When the invoice numbering scheme is set to Xero, you can choose to include the Pooltrackr internal invoice number as the reference. If disabled, the reference field in Xero will be empty.
This is clutch if you want to search by Pooltrackr invoice number inside Xero.
Payment Account (Required) - This is the Xero account used for payments recorded in Pooltrackr, and payments imported from Xero into Pooltrackr.
Fees Account (Optional) - If you use a payment integration (like Stripe) in Pooltrackr, this tells which Xero expense account to use when pushing those fees over.
Reimbursement Account (Optional) - Where the surcharge reimbursements should go
Show technician name/details - Toggle this switch if you want to show the technician's name in the exported invoice. See example below:
Do not forget to click on the Save button to Save the integration settings.
⚠️ Important Note About Disconnecting Integrations
Do not disconnect any existing integrations unless explicitly advised by our Support team. Disconnecting an integration may cause significant disruptions, including syncing issues or service interruptions. Always contact our Support team first to assess your situation and provide a safe path forward.