This guide runs through the following different elements of setting up and managing your iinsight® Xero Connector:

If you have any questions regarding any of the processes outlined in this article, or are experiencing any issues with your iinsight® Xero Connector, please don't hesitate to contact your local support team via the Help area and Support Tickets.

Once your licensing is active you can enable your connection via the Xero Tab in the Options/Financial Settings on iinsight® by ticking the checkbox "Enable Xero Connector":

Click "Save" at the bottom right of the window.

After enabling your iinsight®-Xero Connector, you will see a new table appears in the Xero tab with some information below.

First copy the "OAuth 2.0 redirect URI" under the table to your clipboard.

Then click on the "Add iinsight to Xero" link on the far right:

Clicking on this link will open a new browser window for you to log into your Xero system:

IMPORTANT - do not log out of iinsight® or close the browser window with iinsight® in.

After entering your Xero login credentials click on the button to add a "New App":

A popup window will open with the following options:

For the "App Name" you can enter anything you like that makes sense for you and your business.

For the "Integration Type" select the top option for "Web app".

For the "Company or application URL" enter the iinsight® website:

In the "Redirect URI" paste the URI information copied from below the table in iinsight® previously.

Finally agree to the terms and conditions and click "Create app".

After performing the above app setup in Xero you will be shown the "App Details" window.

In the left hand options select the Configuration section:

In this window click "Copy" next to the "Client id" (this will copy the client id to your clipboard):

Return to your iinsight® system that is still open in another browser window / tab.

IMPORTANT - do not log out of Xero or close the browser window with Xero in.

Back in your iinsight® system click the "+New" button above the table in the Xero tab:

This will open the "New Xero Credential" window with the following options:

For the "Title" you can enter anything that make sense for you and your business (we recommend keeping this the same as the App title you created in Xero for ease of reference).

"Synchronise with Xero from" allows you to set the date you would like to start sending you invoice data from (this can be back or future dated).

"Populate Xero's "Reference" field with the following data" allows you to set what information is populated into the "Reference" field on the invoices in Xero when this is sent across from iinsight. You have the following 3 options:

"Populate Xero Contact Information" allows you to set what information is populated into the "Contact" details in Xero when the invoice is transferred. You have the following 3 options:

It is important to note that Xero only supports ONE "key" contact for a Company, unlike on iinsight where you can have many "Bill To" contacts within a Company. If the contact is seen to change when imported into Xero, this will change this "key" contact for the Company in Xero.

As such most companies will find that either the "None" or the "Company" option is the best.

"Business Division" allows you to set which of your Business Divisions in iinsight you want to include in the Xero link created (it is possible to setup connections to multiple different Xero systems with different Business Divisions in iinsight® going to different Xero® companies / systems).

"Sync Xero Tracking Categories". For most implementations this can be left disabled. However, if you utilise Xero "Tracking Categories" and wish to assign these to your funding Plan/Program costs, enable this check box.

Once you have set all the information required click "Save & Next"

This will then move to stage 2 of the "New Xero Credential" window, where you need to enter your "Client id" from Xero.

Paste the information from your clipboard (already copied from Xero previously), into the "Client id" field:

After you have done this go back to your Xero system still open in another browser window / tab.

IMPORTANT - do not log out of iinsight® or close the browser window with iinsight® in.

Back in Xero click on "Generate a secret" in the "Configuration" area:

Then click "Copy" next to the "Client secret" that is generated to copy this information to your clipboard:

Return to your iinsight® system still open in another browser window / tab.

IMPORTANT - do not log out of Xero or close the browser window with Xero in.

When back in iinsight® paste the information from Xero into the "Client Secret" field:

Click "Save & Next" at the bottom of the window.

A new browser window should popup from Xero asking you to confirm that you want to allow iinsight® to have access to your Xero account.

In this window (if you are happy it is linking to the correct Xero account), click "Allow Access":

After selecting "Allow access" a message will be displayed saying the connection was successful and to test the connection in iinsight® and you can close the popup window.

Return to iinsight® and click on "Check credentials" as outlined in the previous message from Xero:

This will confirm the details of the connection and state the connection was a "Success".

Finish the process in iinsight® by clicking "Close" at the bottom of the "New Xero Credential" window, and then "Save" at the bottom of the "Financial Settings > Xero tab":

Return to your Xero system still open in another browser window / tab.

Finalise the process in Xero by clicking "Save" at the bottom of the "App details" window.

After your connection is setup as outlined in A above, the Xero Sales Account Codes can be added at the iinsight charges level so when an invoices is exported from iinsight® to Xero, the Xero code is automatically selected.

First determine the Xero code that you wish to add next to the iinsight® charges.

Then in Charges select the Business Division/Service Contract and select the relevant Xero Code into the Xero Account column.

If you have any plan costs, the Charges Menu/Plan tab settings should display as below for Xero Invoices to work properly:

There is a field in Xero accounting system called “Due Date”, therefore to allow a perfect synchronisation the number of days the payment should be completed by needs to be entered into Options/Common Lists/Payment Terms. Select New if it is a new entry or Edit if you wish to update an existing payment term, then enter the number of days the payment should be made in the Due Date (Days) box. Click Save.

iinsight® invoices are automatically exported to Xero.

Please note however that invoices created or modified in Xero won’t be sent back to iinsight®.

Invoices are created the same way as before the introduction of the iinsight®-Xero connector.

To create an invoice in iinsight® you can either go to the Case List, and select your case then go to the Accounts tab - here all completed invoices for this case are displayed. Click the Invoice button to begin the invoice wizard:

Or access the invoice wizard directly by clicking on QuickLinks:

Or access the invoice wizard directly by clicking on QuickLinks:

For a step by step explanation on how to create an invoice, kindly refer to the following link article on Creating a New Invoice.

The grouped invoices created in iinsight® will be exported automatically to Xero.

For a step by step explanation on how to create grouped invoices, kindly refer to the following links articles on Creating a New Invoice and Grouped Invoice Templates.

Payment reconciliation against an invoice is made in Xero and the information will be exported to iinsight® automatically.

Please note that Payments created in iinsight® won’t be exported from iinsight® to Xero, nor will Adjustments or Refunds.

Payment information will be automatically updated and information available at the case level under the Accounts tab.

Payment status can also be checked under the Finance tab/ Invoices.

For a partial payment the status icon will change to an orange tick, indicating that this invoice is partly paid and likewise the paid amount will display the amount that was paid and the balance will show the remaining amount owed:

For a full payment you will be able to see the status icon has changed to a green tick, indicating that this invoice is fully paid and likewise the paid amount is displayed and balance remaining also:

Details of the information transferred between Xero and iinsight can be found both in the Case Logs and the Finance > Financial Integrations area.

Please note the synchronisation has been setup every 10 minutes to facilitate testing, however when live, time might be extended to up to 30 min.

In the Finance menu/Financial Integrations tab you can check at any time if the Xero Connector transactions were successful or otherwise.

You can enter your desired selection criteria, including Date Range, Status (such as All, Failed, Successful), select the "Go" button and you may "Export" this data to Excel if you wish, by selecting the "Export" button - the Export will then go the Downloaded Reports area at the top of your screen

The case logs showing the import of payments information will be available when you select the case you were working on, then go to Case Notes and finally select Case log

A global log (across all cases) is also available under the Admin Tab, select Case Logs.

Please note “Xero” group only shows once the iinsight® - Xero connector has been enabled.

The “Xero" Accounts group controls the users who will get status reports of the information exchanged between iinsight® and Xero.

Periodic Messaging will be sent to Xero Accounts group (possibly every 20 - 30 minutes) showing:

Daily Emailed Report:

Users can be added to, and removed, from the "Xero" accounts group messages outlined above by modifying the user assigned to the "Xero" group.

This can be found in the Admin tab, then Manage Groups /Xero.

To add the users who need to receive the Xero messaging and daily report, select Edit, then use the Add a new member field to add the user(s) to the Xero group.

To remove users from the group you just need to select them in this Edit window and then click the Remove button.