CartonCloud can be integrated with Xero to allow automated invoicing. 

How it Works

The above steps can be automated entirely for every invoicing cycle. See step 4 for instructions on automating the process. 

How to set up the CartonCloud / Xero Integration:

Connecting to Xero can be broken into three 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, More>Organisation Settings. 
  • Select the Invoice tab. 
  • 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 payment type, click on Modify Settings.

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

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

By default, if an invoice covers the week: "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 is finished)
Chart of Accounts

CartonCloud uses various types of Income and Expenses, which can be mapped to specific accounts within Xero. Generally, you'll link these to your income accounts related 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 the Storage of items in your warehouse.

However, all Expenses (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, refresh the page.
Note, if you are connecting the same Xero account to multiple CartonCloud accounts, you will need to create a different Xero user for each CartonCloud account. 

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

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

  • Navigate to the Customers page, Contacts>Customers
  • Select the More button and then 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 match as many as possible automatically.
  • You can now see a list of all your CartonCloud customers and link them with the appropriate account in Xero.
  • Use the Xero Customer search box to find each Xero Contact. Select Create New Contact in Xero if you can not find the contact. 

  • Once you have finished linking each of your Customers in CartonCloud to your Xero Contacts, click Save at the bottom of the page. 
  • If you ever need to change an individual customer's link to Xero, navigate the relevant Customer Settings and select Invoice>Accounting Connector tabs. 

3. Pushing Invoices to Xero

Suppose you have existing invoices in CartonCloud that you want to upload to Xero (invoices created in CartonCloud before linking the customer to Xero). In that case, you can do so by manually pushing them to Xero from CartonCloud. 

  • Navigate to the Invoices page, More>Invoices
  • Select the Invoices you wish to upload to Xero using the tick box. 

  • Scroll down and select Link Accounting Connector

  • Once this is completed, 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.

  • Navigate to one of the individual Invoices you just selected to upload to Xero and click Upload to Xero. 

  • Repeat this process for each Invoice. 
  • 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 it. 
  • You can email the Invoice to the customer by clicking Email Invoice to Customer.

  • Suppose the customer's email address is not auto-populating in the email field. In that case, you can add this into the customer's email settings (See section  4.3 in 'Go Completely Automated' below for more information).

4. Go Completely Automated

With CartonCloud, you can automate your invoicing process so that everything (charges, invoice generation, sending invoices to Xero and emailing of invoices) is seamless and done automatically for you. Provided the Invoice does not have any charge errors (requiring manual intervention), complete automation is possible and recommended. 

The below set-up is done within the Customer Settings. 
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.

  • Navigate to the relevant Customer Settings.
  • Select the Invoice tab.
  • Se the Xero Invoice Status to Approved

4.2. Turn on automatic Invoicing

  • Within the Invoice>Details tab, enable Automatically Upload Invoices to Xero and Automatically Email Invoice (with Xero PDF attached), and Mark Invoice Approved 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.

  • Navigate to the Email>Address tab.
  • Add a new email address to the New email field. 
  • Click Add new email.

  • Enter the recipient's name and select the Invoice Notification

  • Select Save