Service businesses billing through Xero — installers, agencies, consultancies, trades — who know their revenue exactly and cannot tell you which jobs made it or what those jobs cost to deliver.
Pull Xero into RowFold tables you own — filter them, report on them, link them to everything else in the workspace.
And it stays current: importing again updates the same tables, adding new records and updating changed ones, so links from your other tables hold. Keep in sync does that for you hourly or daily.
Automation steps that act on Xero when something happens in RowFold:
What it doesn't do: It has no say in what a booking page offers. An import only reads: nothing is written back to Xero, a record deleted there stays here, and a sync runs hourly at most rather than the moment something changes. Anything else you have read about Xero and RowFold, this page is the authority: it is generated from the connector's own code.
This is two imports and one relation. The relation between an invoice and the job it came from is the whole thing, because it is the one join neither Xero nor your job sheet can make on its own.
You'll know it worked: Total the imported invoices for one month and compare against the same period in Xero. If they differ, check whether drafts and voided invoices were included — those are the usual cause of a small stubborn gap.
The point is not to replace Xero's invoicing but to stop the retyping, and the important part is the guard that stops a second invoice being raised for the same job.
You'll know it worked: Run it once against a test job in a sandbox organisation and check the invoice appears as a draft for the right contact. Then re-run the same job and confirm nothing happens — that second run is the test that matters.
Xero knows what was invoiced and nothing about what it took. Which jobs ran over, which clients absorb the most unbilled time, whether a contract is worth renewing: none of that is a ledger question, so mostly nobody asks it.
Import contacts and invoices, link them to the jobs, and both halves sit together. Profitability becomes a report rather than an annual spreadsheet.
Raising the invoice is a separate ritual from finishing the work. Somebody reads the job sheet, opens Xero, retypes the lines, and does it days later or not at all.
An automation raises the invoice from the record that already knows the amounts, at the moment the work is marked done.
Tracking categories are the usual answer and they are one flat dimension. Anything needing two, such as client and site, or project and engineer, does not fit. It probably ends up in the invoice reference and is never queried again.
Model the dimensions as real tables and relations. A job belongs to a site and a client and a contract at once, without any of them competing for a single field.
No, and it should not be treated as one. Xero remains the ledger, the thing your accountant reconciles and the record for filing. What this adds is the half a ledger structurally cannot hold: what the invoice was for, what the job cost, which site it happened on, and whether the contract is worth renewing. Do not run your books here.
It can, on a schedule. Importing again updates the same table, matched on Xero's own IDs, and Keep in sync does that hourly or daily, which suits questions about months rather than minutes. A figure in a report here can still trail the ledger by up to a sync, and the import never writes to Xero, so anything going to an accountant should be taken from Xero, which stays the book of record.
They arrive with the amounts as Xero holds them. Where a business bills in more than one currency it is worth deciding early what a report should show, because totalling mixed currencies produces a number that looks authoritative and means nothing. Keeping a currency field and grouping by it is far safer than a single grand total.
Yes. Xero access tokens are short-lived by design, so the connection also keeps a refresh token and renews itself. That detail matters because an integration built without one appears to work perfectly and then dies about an hour later, which looks like an outage rather than a missing permission. Yours will not do that.
The automation step raises invoices, and it bills a contact that already exists in Xero. In practice that is the right way round: a contact created automatically from partial information is the thing that produces duplicate customers in a ledger, which is far more annoying to clean up than adding a customer once by hand before their first invoice.
There is no template to wait for. Type a sentence about what you run and RowFold assembles the tables, links, views and dashboard around it — then you change whatever does not fit.