Connecting your Xero account to Upstock makes invoicing a whole lot easier. Instead of entering everything by hand, you can create invoices with one click. That means less mistakes and a lot less time wasted 🙌🏽.
Getting set up
Here's how to get your Xero integration set up.
Connect your account
To connect your Xero account, go to Settings › Integrations. You'll need either Standard or Adviser user permissions in Xero to connect your account.
Once your Xero account is connected, you’ll be asked to use two-step verification to log in. This is a security requirement from Xero to help protect your financial data.
Importing customers & products
Next, import your Xero customers and products into Upstock. If you don’t have your products set up in Xero yet, you’ll need to do that first.
Each customer and product in Upstock has a matching item in Xero. This ensures invoices are created for the right customer and your accounting is correct.
To get started, go to the customers and products sections and hit the Import button.
Set up price lists
Finally, set up your price lists in Upstock. Price lists let you customise prices for different groups of customers. These prices will then be used on your Xero invoices.
Ordering workflow
You’ll receive orders in Upstock without having to manually enter them. These can come from a few different sources, e.g. the Upstock buyer app or your supermarket integrations.
You can then make any changes to orders that are needed, e.g. adjusting quantities or adding freight.
When you mark an order as shipped, an invoice is automatically created in Xero and sent to the Xero contact. This behaviour is configurable — more on this below.
Invoice details
Here are the details that will be used on the invoices Upstock creates.
Invoice recipient | The Xero contact matched with the Upstock customer |
Invoice date | The delivery due date of the order |
Invoice due date | Based on the payment terms settings |
Reference | The Upstock order number |
Line items | All items included in the order |
Product prices | The customer's price list in Upstock |
Product prices
The prices shown on invoices are set using price lists in Upstock. Price lists allow you to set different prices for different groups of customers, without the messy workarounds needed in Xero.
Customers will not see any discounts you set on price lists, just the final sale price.
If you're not using price lists, the prices and discounts you have in Xero will be used for invoices instead.
Payment terms
Payment terms in Upstock let you choose when invoices are created and due.
By default, invoices are created when you mark an order as shipped. The due date for the invoice will be set based on your payment terms in Xero.
You can change this to whatever suits your business — payment terms offer a lot of flexibility. E.g., you can create invoices on delivery, with payment due 7 days after.
Grouping orders into a single invoice
If your customers order frequently, it may not be practical to raise a separate invoice for every order. To provide a nicer experience for your customers, you can turn on consolidated invoices.
Automating reconciliation
If you collect payments in Upstock, you can reconcile them in Xero in just a few clicks. It’s a huge time-saver and far less frustrating.
Integration settings
Here are the settings available for you to fine tune the integration.
Show a link to invoices on orders
If set, a link to the Xero invoice will be shown on orders in Upstock for customers to see. You can set this in Settings › Integration settings › Xero.
Automatically send invoices to the Xero contact
If set, invoices will be automatically sent to all email addresses you have against a contact in Xero. The invoice will also be marked as sent in Xero. You can set this in Settings › Integration settings › Xero.
GST on prices in Xero
If your prices in Xero include GST, they will be converted to exclusive in Upstock to be consistent with the rest of the marketplace. You can set this in Settings › Integration settings › Xero.
Apply tracking categories to invoices
If set, the tracking category you have for contacts in Xero will be applied to the invoices created by Upstock. You can set this in Settings › Integration settings › Xero.
Xero field to use for product names
When you import products from Xero, this field will be used to set product names in Upstock. Customers will see the names when ordering. Check your products in Xero to see which is best to use. You can set this in Settings › Integration settings › Xero.
Turn off invoices for customers
You can turn off automated invoices for specific customers. You can set this in Settings › Integration settings › Xero.
Common questions
What prices appear on invoices?
What prices appear on invoices?
When Upstock automatically creates an invoice it uses your price lists in Upstock.
Price lists make it easy to manage custom pricing, without the messy workarounds you'd normally need in Xero. You can create as many lists as you like, adjust the prices, then assign them to different customers.
Are discounts shown to customers?
Are discounts shown to customers?
No, discounts amounts are not shown in Upstock or on your invoices, just the final sale price. Only connected customers can see your pricing.
Who receives invoices?
Who receives invoices?
Invoices are sent to the matching contact in Xero. This is handy if the person handling accounts is different from the person placing orders.
Xero lets you add multiple email addresses to a contact. Invoices are sent to all addresses marked to receive them.
A link to the invoice also appears on the order in Upstock. You can adjust this in your Xero integration settings.
What payment terms are used?
What payment terms are used?
By default, invoices use the payment terms you already have in Xero.
You can choose to set payment terms in Upstock if you like. This is helpful if you start accepting payments from customers in Upstock, as it offers a lot of flexibility over when payment is due.
When are invoices created?
When are invoices created?
By default, invoices are created when you mark an order as shipped.
You can customise this in your payment terms. Invoices can be created when an order is approved, shipped or delivered — whatever works best for your business.
Can I group multiple orders into one invoice?
Can I group multiple orders into one invoice?
Yes, you can combine multiple orders into a single invoice, that's created on a schedule.
This is especially useful for suppliers of fresh or frequently ordered products (like bread, milk, produce, or coffee) as it offers customers a nicer experience.
How does automatic reconciliation work?
How does automatic reconciliation work?
If you accept payments in Upstock, you'll receive regular payouts.
When the payout arrives in Xero, you match it to a clearing account — one quick step, and everything is reconciled. This saves you from hunting down and matching each invoice individually.
Why is the total amount sometimes slightly different between Upstock and Xero?
Why is the total amount sometimes slightly different between Upstock and Xero?
Upstock rounds prices to 2 decimal places, while Xero uses 4 decimal places. This can occasionally cause small differences of a few cents in totals, which can be adjusted during reconciliation.
If the discrepancy is more than a few cents, we recommend double-checking the product prices in Upstock and re-importing your products if prices have changed in Xero.
How do I opt out of bounced invoice emails?
How do I opt out of bounced invoice emails?
If you don't want to receive automated notification that emailed Xero invoices have bounced, you can turn off the "Invoice failed to send" notification in your notification preferences.