CartonCloud can be integrated with Xero quickly and easily, allowing you to further automate your invoicing.

How it Works

The above steps can be automated so they happen completely automatically every invoicing cycle, meaning you don't need to do anything at all!

How to set up the CartonCloud / Xero Integration:

Connecting to Xero can be broken into 3 main parts:

  1. Connecting CartonCloud to your Xero Organisation
  2. Linking each customer in CartonCloud with the appropriate contact in Xero
  3. Pushing Invoices to Xero
  4. (optional) - Go Completely Automated

1. Connecting CartonCloud to your Xero Organisation

Navigate to the Organisation Settings page by selecting More in the main menu, followed by Organisation Settings in the drop-down menu.

Once there, go to the Invoice tab and click Connect to Xero.

Xero will now ask you to provide authorization to CartonCloud so it can access your Xero account, select Authorise.

You'll then be redirected back to CartonCloud and you'll be able to see the Xero Connection is now active.

To configure which "Account" from your General Ledger to use for each type of payment, click on Modify Settings.

A description of the fields is provided in the table below.

FieldDescriptionDefault
NameThe name of the Accounting Connection, this is shown in several places throughout the app. If you create multiple accounting connections (ie: you are pushing invoices for different clients into different Xero accounts), then it's important to name them different from one another. ie: "Company A", "Company B"Xero Partner App
Start Date for Invoice/Bills

By default, if an invoice covers the week period: "2016-11-21" to "2016-11-27", then the Invoice uploaded to Xero will have an Invoice Date of "2016-11-28".

This field sets the number of days which should be added to the Invoice Ending Date when uploaded to Xero. For example, if you wanted the invoice to have the same date as the last day of the invoice then you would enter the value 0, which would add 0 days to the End Date, making the Date "2016-11-27"

Examples:

Start Date for Invoice / BillsDate of Invoice in Xero
22016-11-29
12016-11-28
02016-11-27
-1

2016-11-26

-72016-11-20
1 (the day after the Invoice finished)
Chart of Accounts

CartonCloud uses various types of Income and Expense which can be mapped to specific accounts within Xero. Generally, you'll link these to your income accounts which relate to that particular type of charging.

We suggest creating a unique account for each different revenue type as this allows you to report more accurately on where your revenue is coming from.
For example, in your Xero chart of accounts, you should have an account for "Storage Income", which is used only for recording revenue from Storage of items in your warehouse.

All Expenses, however (coming from Bills), are always linked to a single Expense Account. 

The Chart of Accounts can also be overwritten for specific Customers / Suppliers within the Edit Customers / Edit Suppliers pages.

N/A

Once you have linked up each of your accounts click Save.

The chart of accounts is reloaded from Xero each time this page is reloaded, so if you make changes in your Chart of Accounts in Xero and want to show that on CartonCloud, just refresh the page.

2. Linking each customer in CartonCloud with the appropriate contact in Xero

You now need to link each of your customers in CartonCloud with your contacts in Xero. This needs to be performed so that CartonCloud knows which Contact in Xero the invoice should be loaded against.

Firstly, go to the Customers page in CartonCloud (Contacts-->Customers).

Then click the More Dropdown and select "Bulk Link Customers to {the name of your Xero Connection}":

Note: The next page may take a while to load as it first downloads a list of all your Xero contacts and attempts to automatically match as many as possible.

You can now see a list of all your CartonCloud customers, and link them with the appropriate account in Xero

Firstly, search for each contact using the Search Box. If nothing is found, then use the button to create a new Contact in Xero.

Once you're done linking each of your customers to your Xero Contacts, simply click "Save" at the bottom of the page.
If you ever need to change an individual customer's link to Xero, simply go to the Edit page for the customer and use the "Invoice", "Accounting Connector" tab:

3. Pushing Invoices to Xero

If you have Existing Invoices in CartonCloud that you want to push to Xero (invoices that were created before linking the customer to Xero), you first need to notify them that they can be pushed to Xero.

Select any invoices you want to link with Xero

Then scroll down and click "Link Accounting Connector".

Once this has been done, the Invoice will appear with a faded Xero logo. This means the Invoice is set up to be sent to Xero but has not yet been sent.

Now, go into the Invoice and you'll have the option to upload to Xero. Click the Upload to Xero button

Once the invoice has been uploaded, several more Xero Actions will become available.

Note that every time the invoice is Uploaded to Xero a new Invoice is created - you cannot alter an existing invoice by re-uploading.

You can email the invoice to the customer as well, just click Email Invoice to Customer

If the customer's email address is not auto-populating in the email field, then you can add this into the customer's email settings. See section  4.3 in 'Go Completely Automated' below.

4. Go Completely Automated:

If you want to automate your invoicing, so that everything (charges, invoice generation, push to Xero and emailing of invoices) is automated, you'll be happy to know you can.
Provided the Invoice does not have any charge errors (requiring manual intervention), complete automation is possible, and recommended - once you've testing everything is working correctly of course!

You should only move to complete automation once you're happy that your rates are correct, that you have everything connected correctly between CartonCloud and Xero.

4.1. Xero Invoice Status to Approved
Complete automation requires "Approved" invoices to be sent to Xero, so make sure your Xero Invoice Status is set to "Approved".
Once you've done this - more options will be available in the Details tab.

4.2. Turn on automatic Invoicing
Next, from the Invoice / Details page, ensure you have 'Automatically Upload Invoices to Xero' and 'Automatically Email Invoice ...' enabled.

4.3. Ensure you have your customers email address set up to receive 'Invoice Notifications'

For the email to be sent automatically, you need to have at least one email address set up to receive Invoice Notifications.
If you don't, add a new email and enable Invoice Notifications for that email address.

You're all done! You'll now just need to monitor any Invoices that have Charge Errors.