Understanding Xero Synchronisation

Overview

JGID integrates with Xero to keep your operational and accounting records synchronised.

Rather than entering the same information twice, JGID creates and manages your operational workflow while Xero manages your financial records.

This allows your team to manage Quotes, Jobs and Invoices in JGID, while Xero remains the source of truth for accounting and payments.

How JGID and Xero Work Together

Each system has a different role.

JGID is responsible for:

Managing your operational workflow.
Creating Clients and Contacts.
Creating Items.
Creating Quotes.
Managing Jobs.
Scheduling work.
Creating Draft and Final Invoices.

Xero is responsible for:

Customer accounting.
Invoice numbering and accounting records.
Payment status.
Overdue status.
Financial reporting.

Keeping these responsibilities separate helps ensure both systems remain synchronised.

Information Flows from JGID to Xero

All operational information is created and maintained within JGID.

When an invoice is completed, JGID sends the required information to Xero, including:

Clients
Contacts
Items
Invoice details

If a client already exists in Xero with an identical name, JGID will match the existing client.

If no matching client exists, JGID will automatically create a new client in Xero during the synchronisation process.

This allows JGID to remain the primary source of operational information while keeping Xero up to date.

Information That Flows Back from Xero

Synchronisation from Xero back into JGID is intentionally limited.

The primary information returned to JGID is the payment status of an invoice.

For example, when an invoice is marked as Paid in Xero, that status is automatically reflected in JGID.

Changes made directly in Xero—such as editing:

Clients
Contacts
Invoice details

are not synchronised back into JGID.

For this reason, operational information should always be maintained in JGID rather than edited directly in Xero.

Invoice Synchronisation

When an invoice is completed in JGID, it is transferred to Xero.

If the transfer is successful:

The invoice is created in Xero.
The invoice status remains synchronised between both systems.

If the transfer is unsuccessful, the invoice will remain in JGID until the issue has been resolved.

Payment Status

When an invoice is marked as Paid in Xero, the payment status is automatically updated in JGID.

Likewise, overdue information is also synchronised from Xero.

For this reason, it is generally recommended that payment-related changes are managed in Xero rather than manually within JGID.

Revising Invoices

Most accounting systems, including Xero, do not allow external applications to modify invoices after they have been created.

For this reason, revising an invoice in JGID creates a new Draft Invoice rather than changing the original invoice.

This ensures both systems remain synchronised while maintaining a complete audit trail.

Troubleshooting Synchronisation

If an invoice does not synchronise successfully, the cause is often invalid information in the client, contact or invoice details.

Common examples include:

Invalid email addresses.
Multiple email addresses entered into a single field.
Invalid characters or extra spaces.
Invalid account codes.

For more information, refer to Troubleshooting Invoice Synchronisation.

Business Benefit

By making JGID the operational source of truth and Xero the accounting source of truth, each system performs the role it was designed for.

This reduces double handling, improves data accuracy and helps keep operational and financial records synchronised without requiring duplicate data entry.

Best Practice

Create and maintain Clients, Contacts and Items in JGID.
Create Quotes, Jobs and Invoices in JGID.
Manage payments in Xero.
Avoid editing operational information directly in Xero.
Allow invoice statuses to synchronise automatically.
Resolve synchronisation issues before attempting to recreate invoices.

Understanding Invoices
Troubleshooting Invoice Synchronisation
Revising an Invoice
Understanding Invoice Statuses