Xero
Connect a Xero organisation and review accounting changes in both directions.
Open a client and go to Settings > Integrations > Xero. A firm user with write access can connect the client's Xero organisation, refresh its records, and review selected changes before applying them.
Set up a new client
Choose Xero on the first client setup screen. Connect and select the client's organisation, then click Load Xero accounts. Select a Xero account, choose Review Xero → Wesley, and apply the reviewed change. Repeat for the starting accounts you need.
After applying at least one account, click Open client workspace. You can continue bringing in accounts and syncing contacts and manual journals from the Xero integration page. Connecting alone does not finish setup, and loading records does not write them into Wesley's ledger.
Connect an organisation
- Click Connect Xero, sign in to Xero, and authorize the requested permissions.
- Back in Wesley, choose the Xero organisation that belongs to this client.
- Click Refresh Xero data. The import saves each page; Pause after this page lets you continue later.
A Xero organisation can belong to only one Wesley client per app. Reconnecting preserves mappings and imported records. An existing client's organisation cannot be replaced with a different organisation because that would mix accounting records.
If the page says setup is incomplete, a Wesley administrator must configure the Xero application before users can connect.
Import into existing Wesley books
Choose Accounts and contacts only under Import from Xero, then click Import Xero → Wesley to bring in the chart of accounts, vendors, and customers while keeping existing Wesley transactions. This import does not export records to Xero or verify that the two ledgers match.
If an account code or contact name already exists, use Review mapping beside the conflict. Inspect the selected destination and the proposed changes, then apply the review and retry the import. Wesley does not automatically merge records based on their names or codes.
Accounts, contacts, and transactions imports the selected transaction period as well. Unmapped existing Wesley postings block this full import to prevent duplicates. Link matching records through Review and sync before retrying, or choose the accounts-and-contacts scope to leave transactions unchanged. Books verification still compares the ledgers; completing a reference import does not complete books verification or client onboarding.
Review and sync
To export several Wesley records, open Export Wesley → Xero → Review export. Choose a record type, filter by name or transaction dates, and select up to 25 records on a page. Click Review selected to see each proposed creation, update, or payment replacement and its before/after values. This step prepares reviews without sending accounting changes to Xero.
Click Export reviewed records to send the ready items. Records that need account, contact, or workflow mappings remain for attention. Each confirmed export stays complete if another item fails. Retrying an unconfirmed export uses its existing review and operation ID; it does not prepare another creation. Pause after this record stops before the next request. Back to selection cancels pending reviews before allowing a different selection; a write already sent to Xero must be resolved first.
Closing the dialog preserves reviews. Reselect the same Wesley records to resume them. Finish or cancel an open import review before exporting the same record. Existing Xero mappings determine the destination; when a matching Xero record is unlinked, use the individual review below to select and link it first. Account-code, contact-name, and document-number duplicates are checked during review and again when applying. Export accounts and contacts before their transactions; bank and system accounts must first exist in Xero and be linked. Unsupported transaction workflows stay in Wesley rather than being converted to manual journals.
| Record | Xero → Wesley | Wesley → Xero |
|---|---|---|
| Chart of accounts | Create an account or update a selected account's code, name, and description | Create or update regular accounts |
| Contacts | Create or update a Wesley vendor or customer | Create or update a Xero contact's name and email |
| Manual journals | Create or update supported posted journals in the Wesley ledger | Create or update supported posted manual journals in Xero |
| Invoices and bills | Post or update native receivables and payables, including tax | Create or update approved invoices and bills |
| Credit notes | Post customer or supplier credits and invoice allocations | Create or update credits and allocations |
| Bank transactions | Post or update spend and receive money entries | Create or update spend and receive money transactions |
| Payments | Post invoice or bill payments and update outstanding balances | Create payments; replace an edited payment by reversing and recreating it |
Select a source record. If the destination record already exists, select it on the other side to link it. Otherwise Wesley uses the existing ID mapping or prepares a new record. Choose Review Xero → Wesley or Review Wesley → Xero, inspect the before/after values, then click Apply.
Closing a review preserves it. Cancel review discards a review that has not been sent. Only the user who created a review can apply it. Reviews expire after 15 minutes; cancel and review again if either system changed.
Xero has a shared contact list. Choose Vendors or Customers to decide where a contact belongs in Wesley. A contact may have both roles, with separate Wesley records.
Journal and account requirements
Sync account mappings before journal entries. Manual journals must balance and use active mapped accounts. Xero does not allow bank or system accounts in manual journals. Journals with tax, tracking, payees, reconciliation links, or other workflow ownership require separate handling; Wesley does not flatten these details into a different accounting transaction.
Only active accounts and contacts and posted manual journals can be synchronized. Create bank and system accounts in Xero, then import/link them into Wesley. Account type and hierarchy changes must be aligned before updating an existing Wesley account. Existing journals must retain their line count when updated from Xero; period locks and matching protections still apply.
The activity review contains imported Xero source records. Refreshing it does not automatically post invoices, bills, payments, or bank transactions into Wesley's ledger.
Transaction requirements
Existing connections may show Update Xero permissions. Complete this once to enable invoice, credit, bank transaction, and payment writes; mappings are preserved.
Map contacts and all posting accounts first, including receivable, payable, bank, and tax control accounts. Import invoices before their payments or allocated credit notes. Tax-inclusive and tax-exclusive amounts are posted as net amounts plus tax. Wesley calculates outstanding balances from native payment and credit applications, so import related payments and credits to match Xero's balances.
Transactions must be approved and use USD with no exchange difference. Tracking categories, tracked inventory, withholding, advance payments, overpayments, transfers, and credit refunds require separate mappings and are blocked. A payment must be fully applied to one invoice or bill; split multi-invoice payments before syncing. Bank fees require a separate entry.
Paid or allocated document amounts, dates, contacts, and line structure cannot be changed in Xero. Reconciled bank transactions and reconciled or batch payments cannot be replaced. Wesley also protects locked periods, reconciled or matched lines, and transactions managed by other posting workflows.
Payment replacements and credit allocations keep confirmed steps so a retry does not repeat a completed reversal or allocation. A replacement payment has a new Xero ID. If Xero rejects a later step, resolve the error and resume the existing review.
Recover and disconnect
- If a request limit is reached, wait and refresh again. Import progress is retained.
- If access expires, reconnect with the required Xero permissions.
- If either side changed after review, cancel the review and inspect the current values again.
- If a write result is unknown, retry the existing operation promptly. Wesley blocks automatic recreation after the retry window; check Xero before resolving an uncertain operation.
- Disconnect removes this organisation's Xero authorization. Imported records, native accounting records, and sync history remain in Wesley. It does not roll back earlier changes.