What can I customise in my Xero integration?

The Onsight connector for Xero supports a huge variety of customisation options.

The standard data syncing ensures that:

  • Product data and pricing data flows from Xero to Onsight
  • Customer contact data flows from Xero to Onsight
  • Tax code data flows from Xero to Onsight
  • New customers created in Onsight get sent to Xero
  • Orders created in Onsight get sent to Xero
  • Quotes created in Onsight get sent to Xero

All of these data flows can be customised to work exactly how you need them to work.

Here are some common customisations that we have done:

Customer account balances

Accounts receivable outstanding balances and overdue balances can be copied from Xero into Onsight. These balances can then be displayed in the app for sales reps to see when they are onsite visiting clients. In addition, the outstanding balances and overdue balances can even be displayed on the order PDFs that get emailed to clients.

Allocate new customers to all reps

When you create a new customer in Xero, it will get copied to Onsight automatically. Since no sales rep is allocated to it, none of your reps will be able to see the customer. An admin will have to allocate the customer to a sales rep for them to see it. We can configure your account so that new customers that are coming from Xero will automatically be visible to all your sales reps.

Hide products that are out of stock

If an item has zero stock in Xero, we can make that item inactive in Onsight. This will make it disappear from the sales app which means it cannot be ordered. When the item comes back into stock again in Xero, we can make it active again in Onsight. Alternatively, instead of hiding, we can add an ‘Out of Stock’ message to the product name. That way it stays visible and can even be ordered but everyone will be made aware that it is out of stock.

Xero invoice number

By default, the invoice number field in Xero will be the next sequential invoice number. This is because invoice numbers are meant to run sequentially for auditing purposes. If you prefer, the Onsight order number or quote number can be configured to override the next sequential invoice number in Xero.

Xero order line item sort order

If your orders are printed and used for packing purposes in your warehouse, it becomes important what sort order the line items are displayed when you print or view your orders. The Onsight order line items can be re-arranged and sent to Xero in any specific order that you choose. The sort order can be based on the product name, SKU, product code, barcode, product category name, quantity, unit price or line item total.

Xero invoice status

Onsight orders are sent to Xero as invoices in the ‘Draft’ state by default. Thereafter they can be manually changed to ‘Submitted’ or ‘Approved’. It is possible to configure Onsight to automatically mark them as ‘Submitted’ or ‘Approved’.

Send quotes to Xero as draft orders

Normally Onsight sales quotes are sent to Xero as quotes. Alternatively, they can be sent as ‘Draft’ invoices.

Send out Xero invoice emails automatically

If you are sending your orders into Xero as ‘Submitted’ or ‘Approved’, we can configure the integration so that Xero automatically sends out the invoice emails.

Custom data mapping

When copying product and customer data from Xero to Onsight, any field in QuickBooks can be mapped to a field in Onsight to replace the default value that would have gone into that field. When sending orders and quotes from Onsight to Xero, any field in Onsight can be mapped to a field in Xero to replace the default value that would have gone into that field. Please note that this is a billable customisation.

Notification emails for order sync errors

In some rare circumstances, orders can fail to sync to Xero due to problems with the way the products are configured in either one of the two systems. We can set up notification emails that will alert you to this problem immediately so that you can log into both Onsight and Xero to resolve the issue.