Xero: Setting Up Your Integration

Xero: Importing Invoice Payments


Integrating Matters.Cloud with Xero enables seamless importation of invoice payments, whether they are automatically reconciled or manually entered in Xero. This guide will walk you through the process of importing these payments into Matters.Cloud to maintain accurate financial records and ensure smooth workflow operations. By following these steps, you'll ensure that your Matters.Cloud platform stays up-to-date with the latest payment information from Xero.

Typically firms who integrate Matters.Cloud with Xero will not directly create invoice payment transactions within Matters.Cloud unless a correction is needed or if entering a transaction to transfer funds from a Client / Trust account balance.

Automatic Import Of Payments

Reconciled Transactions

When transactions are reconciled in Xero, Matters.Cloud automatically imports the corresponding invoice payments. This process typically happens once a day at a predetermined time (approximately 6am GMT), ensuring that your financial data is kept in sync without manual intervention. To ensure automatic imports are functioning correctly, make sure your Xero integration with Matters.Cloud is properly configured.

Refer to the following article for more information on reconciling transactions within Xero:

Manually Entered Payments

In some cases, you may enter invoice payments manually into Xero. These payments will also be imported into Matters.Cloud during the scheduled synchronization process. It's crucial to ensure the correct data entry in Xero, as this directly affects the information imported into Matters.Cloud.

Refer to the following article on manually creating payment transactions with Xero:

Manual Synchronisation - Single Invoice

At times you may wish to trigger the synchronisation process to bring in the expected payments for a specific invoice, you can manually trigger a synchronisation to update Matters.Cloud with the latest data from Xero.

Follow these steps:
  1. Locate the invoice in Matters.Cloud that corresponds to the payment you need to import.
  2. Look for an option to Synchronise payments within the invoice details. This will initiate the manual synchronisation process.

Correcting Incorrect Invoice Payments

When you enter invoice payments in Xero through the bank reconciliation process, the details are synced once a day at a predetermined time (approximately 6am GMT).

If you spot a mistake before this sync, you can correct it in Xero, and the corrected details will be imported into Matters.Cloud. However, if you find the error after the synchronisation process has completed, here are your two options for fixing it:

Option 1: Delete the Incorrect Payment

Log in to Matters.Cloud and find the incorrect invoice payment, either from the Finances > Payments menu or on the invoice screen itself (bottom right corner). Then, delete the payment.

The correct payment will be recreated during the next daily import or when you manually sync payments from the correct invoice.

Option 2: Edit the Incorrect Payment

Log in to Matters.Cloud and locate the payment through the Finances > Payments menu or on the invoice screen (bottom right corner). Click to edit the payment.

This option updates the payment, but there's a risk of user error. If the wrong invoice or date is selected, it could lead to a duplicate imported payment.

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