Synchronization with Xero
Select a category below to see information about synchronization between Xero and Tipalti.
Payment terms
- Payment terms only exist in Xero as a field on the contact. Thus, only payment terms existing on contacts are synced to Tipalti.
- Only payment terms of type "day(s) after the bill date" are synced to Tipalti.
- Only payment terms that were synced from Xero may be used on payees (otherwise their sync will fail).
Payees
- Only non-archived contacts are synced into Tipalti.
- A payee that was closed in Tipalti will sync as "Archived" to Xero.
- Payees are synced bi-directionally between Tipalti and Xero.
- Non-vendor AP contacts from Xero are filtered during sync into Tipalti.
Custom fields
- Tracking category values are synced from Xero to Tipalti and the tracking categories may be mapped with Tipalti's custom fields.
- The chosen custom field value on a bill or vendor credit line is synced to Xero as part of the invoice's sync.
- Custom field value deletions in Xero are not synced to Tipalti. Thus, if you delete a value in Xero you need to manually delete it in Tipalti (Administration > General > Custom fields).
Bills
- You can sync Tipalti Bills to Xero. Once synced, Xero gives the Bill invoices a status of Paid or if payment hasn't been completed, Awaiting payment. Bill attachments are also included in the sync.
- Bills synced as Awaiting payment have one of these statuses in Tipalti:
- Pending payment
- Scheduled for payment
- Submitted for payment
- Partially paid
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You can set your sync preferences to sync Bills to Xero before or after they're approved, and after an approval is retracted in Tipalti.
Bill status during sync
Expected result in Xero
Bill not reapproved yet Bill is voided in Xero (it will be re-created after it is approved again) Bill reapproved Only information that has changed will be synced to Xero as an update - Bills backed by POs
- Bills backed by Xero POs are synced with the information of the PO linked to the bill
- Bills backed by Tipalti POs are synced without PO information
Bill attachments
Invoice files can be configured in the wizard to be automatically synced and downloaded from within the bill record in the ERP.
Card transactions
Card transactions are mapped as bill and payment fields.
Vendor credits
- Vendor credits are synced as "Credit notes" to Xero, similar to bills.
- Vendor credits attachments (the bill image) are synced to Xero upon bill creation.
Payments
- Payment are synced from Tipalti to Xero.
- Payments in Xero's base currency, paid from accounts with base currency will be synced to Xero
- Multi-currency payments are synced to Xero.
- Payments including vendor credits sync to Xero as payments that include the actual paid amount only. The application of the vendor credits is synced as an allocation of the credit note for the bill.
- Allocation can't be removed via API, thus if a payment sync to Xero failed, and the payment included vendor credits, it may require manually removing the allocation in Xero.
- Payments made from Tipalti are synced as "Reconciled" status in Xero.
Submit a request to our Support Team requesting to sync all payments completed in Tipalti "Reconciled" by default in Xero.
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Payment statuses in Xero are automatically updated when a payment is rejected, deferred, or canceled by the payee’s bank.
When a payment’s status is changed to rejected, deferred, or canceled in Tipalti, the integration will automatically void it in the ERP. The bill notes will indicate that the payment was reversed.
GL accounts
- GL and bank accounts sync from Xero to Tipalti.
- Currently all accounts (excluding bank accounts and system accounts) are displayed on the bill line expense account dropdown to choose from. Credit card accounts are not displayed since Xero doesn't allow setting them as expense accounts on bill lines.
- Default accounts per payee are not supported.
- A deletion of a GL account or bank account in Xero is not synced to Tipalti, but archived accounts will not be displayed.
Tax codes
- Tax codes are synced from Xero to Tipalti.
- Tax codes on bill and vendor credit lines (code and amount) are synced as part of the bill or vendor credits and are synced from Tipalti to Xero, as "Tax Exclusive" lines.
- Deletion of a tax code in Xero is not synced to Tipalti.
Purchase orders
- POs are synced from Xero directly into Tipalti.
- 2-way PO matching - invoices are matched against synced POs in Tipalti, and sync matched invoices to Xero, allowing for seamless reconciliation between Tipalti and payers’ Xero accounts.
Fees
- Payer fees are synced to Xero once a day as a fee bill and payment per each currency (according to the Tipalti accounts) for the payments that were made in the previous day.
- Each bill line represents the fee for 1 payment, and includes the payment reference and fee type.
- SaaS/ subscription fees are synced in a similar manner on a separate bill.
- Monthly fees such as SaaS/subscription are split into specific types, providing a brake down into net amount and tax amount.
Standard integration
Several fields are mapped automatically in the standard integration and are not available for custom mapping. Select a category below to see the mapped fields.
GL accounts
All GL accounts in Xero that were added, updated, or archived since the last sync are collected and synced to Tipalti.
Mapped fields
Tipalti |
Xero |
|---|---|
| Number | Code |
| Name | Name |
| Description | Description |
| External ID | AccountID |
Payees
All payees that were added, updated or deleted since the last sync are collected and synced to Xero.
Mapped fields
Tipalti |
Xero |
|---|---|
| Payee ID | Contact code |
| Company name | Company name |
| emailAddress | |
| First name | Contact person‘s first name |
| Last name | Contact person’s last name |
| Street 1 | First Address line |
| Street 2 | Second Address line |
| City | City/ Town |
| State | State/ Region |
| Zip | Postal/ Zip code |
| (ExternalID) - Appears in Sync failures as Xero ID | ContactID - not in UI |
When syncing a payee from Tipalti, the contact’s Name is determined according to the payee entity type and the entered fields, as follows:
Payee entity type |
Company field is entered? |
ALIAS IS ENTERED? | First/ middle/ last name is entered? |
Name (output) |
|---|---|---|---|---|
| Company | Yes | Any | Any | Company name |
| No | Yes | Any | Alias | |
| No | No | Yes | First + middle + last (the existing) | |
| N/A | Yes | Any | Alias | |
| Person | N/A | No | Yes | First + middle + last (the existing) |
Bills
All bills that were added, updated, or deleted since the last sync are collected and synced from Tipalti to Xero.
Mapped fields
Tipalti |
Xero |
|---|---|
| Tipalti payee ID (idap) | ID maps to Contact |
| Due date | Due date |
| Invoice date | Date |
| Invoice number | (Invoice) Number (and reference)* |
| Currency | Currency |
| Bill line Quantity | Bill line Quantity |
| Bill line Unit price | Bill line Unit price |
| Bill line Description | Bill line Description |
| Bill line Expense account | Bill line Account |
| Bill line Tax code | Bill line Tax code |
| Bill line Tax amount | Bill line Tax amount |
| Default fee value | Line level |
| *Xero sets the reference to invoice number and can’t be overridden | |
Card transactions
Card transactions are mapped as bill and payment fields.
Mapped fields
| Card transaction | Bill | Payment |
|---|---|---|
| referenceCode | BillNumber | Monitoring screen ID |
| payeeId | VendorId | VendorId |
| transactionDate | DueDate, BillDate | TransactionDate |
| merchantAmount | Amount | AmountSubmitted |
| merchantCurrency | Currency | CurrencyCode |
| externalId | ExternalId | ExternalId |
| NA | TipaltiId | TipaltiId |
| NA | TipaltiUrl | TipaltiUrl |
| NA | ExternalUrl | ExternalUrl |
| payerEntityId | ExternalPayerEntitiesIds | ExternalPayerEntitiesIds |
| NA | TipaltiPayerEntitiesIds | TipaltiPayerEntitiesIds |
| bankAccount | PaymentAccountId | |
| currency | PaymentAccountCurrencyCode | |
| exchangeRate | ExchangeRate | |
| NA | IsManuallyPaid | |
| NA | ManualPaymentExternalAccountId | |
| BillFields | ||
| referenceCode | InvoiceNumber | |
| NA | TipaltiId | |
| externalId | ExternalId | |
| merchantAmount | RealPaidAmount | |
| VendorCreditFields | ||
| NA | InvoiceNumber | |
| NA | TipaltiId | |
| NA | ExternalId | |
| VendorCreditFields.ApplyInfos | ||
| NA | TipaltiBillId | |
| NA | AppliedAmount | |
| NA | ExternalBillId | |
| NA | InvoiceNumber | |
| PayeeFeeDetails | ||
| NA | PayeeTxnFees | |
| NA | ExternalExpenseAccountId | |
| NA | ExternalVendorId | |
| NA | ExternalPaymentAccountId | |
| BillLineModel | ||
| netMerchantAmount | Amount | |
| description | Description | |
| NA | LineId | |
| expenseAccountExternalId | ExternalGlAccountId | |
| taxCodePublicId | ExternalTaxCodeId | |
| taxAmount | TaxAmount | |
| 'expense' | LineType | |
| '1' | Quantity | |
| netMerchantAmount | UnitPrice | |
| BillLineModel.BillLineMatchesModel | ||
| NA | MatchType | |
| NA | TipaltiPoId | |
| NA | ExternalPoId | |
| AppliedCustomFieldValues (array of values to be applied on both bill header and lines) | ||
| ExternalId | ||
| NA | TipaltiId | |
| NA | TipaltiCustomFieldId | |
| displayName | Name | |
| value | Code | |
Vendor credits
Vendor credits are synced to Xero as credit notes. The mapping is identical to bills.
Payments
All payments in Tipalti that were added since the last sync are collected and synced to Xero.
Mapped fields
Tipalti |
Xero |
|---|---|
| Tipalti payee ID (idap) | ID maps to Contact |
| Account (Virtual Account ID) | (AccountID) Account (paid from) |
| Transaction date | Payment Date |
| Refcode | Details* |
| Per bill | |
| Invoice ID | Ref |
| Payment Amount | Amount (under payment <currency>) |
| * In Xero UI: Details to appear on your bank statement | |