The Xero Integration connects Detrack with your Xero accounting account. When a job is completed in Detrack, an invoice is automatically created in Xero. This is a one-way, event-driven integration where Detrack data flows over to Xero to be created as an invoice.
Step 1: Install The Xero Integration
Navigate to Integrations > Available Integrations and select Xero.
Click Install in the pop-up.
Before You Start
You'll need to choose one integration direction during setup. Both cannot be active at the same time:
Xero → Detrack - When an invoice is created or approved in Xero, a job is created or updated in Detrack. Learn more about setting up Xero → Detrack.
Detrack → Xero - When a job is marked complete in Detrack, an invoice is automatically created in Xero. This article covers this direction.
Note: Only account owners can install or uninstall the integration.
Step 2: Configure The Integration
Once installed, configure the following settings under the Configure tab:
Job Settings
Setting | Description | Options |
Pricing model | Determines how line items and total price are sent to Xero | Job level pricing - One price for the whole job. Sends a single line to Xero with quantity 1 and the job price as the amount. Best for per-drop or fixed-fee billing.
Item level pricing - Each job item has its own quantity and unit price. Sends one Xero line per item, and Xero calculates each line total and sums them. Best for wholesale, distribution, or SKU-level invoices. |
Triggers for invoice creation | Select which job statuses trigger invoice creation | Completed, Partially Completed |
Xero contact matching | Match your Xero contacts to Detrack fields. If renamed in Settings > Job > Fields, your custom names will appear here.
| Deliver To / Collect From, Company Name |
When the Xero contact is missing | Choose what happens if no matching Xero contact exists | Create the contact in Xero - Automatically creates a new contact
Do not create it, and report the job - Skips creation and flags the job for manual resolution |
Invoice creation rule | Choose Automatic or Manual based on your workflow | Automatic - Once a Detrack job is completed with a POD, an invoice is created automatically in Xero
Manual - Manually send invoices to Xero for each job by clicking a "Send to Xero" button |
Send job attachments | Attaches PODs to your Xero invoices | Enabling this requires authentication with Xero |
Invoice Settings
Setting | Description | Options |
Invoice date | Date used on the Xero invoice | Job Date, POD Date |
Invoice due period | When the invoice is due | Due on receipt, 7 days after invoice date, 14 days after invoice date, 30 days after invoice date, 20th of next month |
Currency | Select your currency in Xero | Loads once you connect (e.g., AUD, CAD, CHF, CNY, EUR, GBP, HKD) |
Default invoice status | Default status when created in Xero | Draft, Approved |
Invoice number | How invoices are numbered in Xero | Let Xero auto-generate - Xero assigns invoice numbers automatically
Use Detrack Delivery Order (D.O.) No. - Uses the Detrack D.O. number as the invoice number |
Revenue account | How revenue is recorded in Xero | Loads from your Xero chart of accounts (e.g., 200 - Sales, 260 - Other Revenue, 270 - Interest Income) |
Invoice sales tax | How tax is applied to line items. This is matched against your Xero tax rates when you save, after connecting. | Tax treatment - Tax Exclusive, Tax Inclusive, or No Tax Label - e.g., GST, VAT Percentage - e.g., 10% |
Click Save when done.
Step 3: Connect With Xero
Click Connect with Xero. You'll be redirected to the Xero website.
Sign in to your Xero account and authorize the access request.
Once authorized, the integration will be active.
Field Mapping
Detrack fields are mapped to Xero fields as follows:
Xero Field | Detrack Field |
Invoice Date | Job Date or POD Date |
Invoice Number | D.O. Number (or auto-generated) |
Contact | Deliver To / Collect From or Company Name |
Delivery Address | Address |
Notify Email | |
Phone Number | Phone Number |
Total | Total Price or Job Price |
Description | Item Description |
Item Code | SKU |
Quantity | Quantity (or Actual Quantity if Partially Completed) |
Attachment | Your POD PDF file in Detrack |
Enabling The "Send To Xero" Button
The Send to Xero button is only available when a job has a Job Price to invoice. If you hover over a disabled Send to Xero button, you'll see a tooltip indicating "This job has no Job Price to invoice."
Step 1: Enable The Job Price Field
Navigate to Settings > Job > Fields and enable the Job Price field.
Click Save when done.
Step 2: Fill Out The Job Price For Each Job
Once enabled, every job must have the Job Price filled out for the Send to Xero button to be activated.
Note: Invoices in Xero are only created for Completed jobs.
Sending Jobs To Xero
Once the Job Price is set and the job is completed, you can send the invoice to Xero in two places:
From the Job Details page - Open the job and click Send to Xero
From the Jobs Table - Click Send to Xero in the Xero column for the job
A confirmation pop-up will appear. Click Yes to send the invoice, or No to cancel.
Once sent, the invoice will be created in Xero with the job details.
Note: If you set your configuration to Automatic and the Job Price is already filled in the job details, the invoice will be automatically sent to Xero once the job is completed.
Alternative: Generating Invoices Using Rate Cards
You can also generate invoices using Rate Cards and Job Pricing. This is useful if you have standardized pricing rules based on delivery type, zone, or other factors.
Step 1: Set Up Your Rate Card
First, set up your rate cards and apply them to jobs. Learn how to use Rate Cards to apply job pricing.
Step 2: Select A Job And Fill In Invoice Details
Once the rate card is applied, select a job to invoice and fill in the invoice details.
Step 3: Generate The Invoice
Click Generate Invoice to create the invoice. The Send to Xero button will then appear in the bottom-left corner.
Step 4: Send To Xero
Click Send to Xero to send the invoice to your Xero account.
Viewing Rate Card Invoices
To view invoices generated from rate cards (both sent and pending), navigate to Rate Cards > Job Pricing > Invoice.
Managing Sent Invoices
After an invoice is sent, the invoice number appear on the job details and job’s table in Detrack. Click the invoice dropdown see more options.
To view the invoice - Click View in Xero to open it in your Xero account.
To unsend the invoice - Click Unsend Invoice to remove it from Xero. A confirmation prompt will appear.
Things To Note
Only account owners or superadmins can install or uninstall the integration
If an invoice in Xero is deleted, voided, or its status is changed to one not selected during setup, the corresponding job in Detrack will not be automatically deleted
Uninstalling the integration will not remove existing jobs in Detrack, but future invoices will no longer create new jobs