Xero: What Fields Do You Sync?
Introduction
In this article, we explore the data fields shared between Matters.Cloud and Xero during integration. Understanding which fields are included is essential for ensuring seamless data synchronisation, accurate reporting, and a streamlined workflow.
By knowing which information is exchanged between these two platforms, you'll be better equipped to set up, troubleshoot, and optimise the integration for your firm's needs. This guide covers the key fields involved in the integration, offering clarity on how client, matter, invoice and financial data flows from Matters.Cloud to Xero and vice versa.
Data Fields: Clients
Clients are published from Matters.Cloud to Xero both when they're first created and whenever updates are made.
| Contact / Organization | ||
| client.name* *clients of type contact will include name and code eg. Jane Smith (20001) to allow for contacts of the same name within Xero. | contact & organization | contact.name |
client.code | contact & organization | contact.account_number and contact.contact_code |
contact.first_name | contact | contact.first_name |
contact.last_name | contact | contact.last_name |
client.billing_email* *(first email address only) | contact & organization | contact.email |
contact.home_phone | contact | contact.phone_number (default) |
contact.mobile_phone | contact | contact.phone_number (mobile) |
primary_address.address_1 | contact & organization | contact.address1 |
primary_address.address_2 | contact & organization | contact.address2 |
primary_address.address_3 | contact & organization | contact.address3 |
primary_address.locality | contact & organization | contact.town |
primary_address.region | contact & organization | contact.region |
primary_address.country | contact & organization | contact.country |
primary_address.postcode | contact & organization | contact.postcode |
organization.tax_number | organization | contact.tax_number |
organization.url | organization | contact.website |
Data Fields: Matters
Matters are published from Matters.Cloud to Xero using Tracking categories both when they're first created and whenever updates are made.
| matter.client_matter_code | tracking_category.id |
It is optional to setup integration using Tracking Categories within Xero, refer to this article for more information: Xero: Setting Up Tracking Categories
Data Fields: Invoices
Invoices are published from Matters.Cloud to Xero when they are either Marked as sent, sent via email, or exported from the integrations page.
| invoice.invoice_number | invoice.invoice_number |
invoice.invoice_date | invoice.date |
invoice.tax_amount | invoice.total_tax |
invoice.amount | invoice.total |
invoice.currency_id | invoice.currency_code |
invoice.status | invoice.status |
invoice.due_date | invoice.due_date |
invoice_item.description | invoice_item.description |
invoice_item.item_type | invoice_item.item_type (note: If 'Fees' then 'Hours' else if 'Expenses' then 'Expenses') |
| invoice_item.tax_rate.xero_code | invoice_item.tax_type |
invoice.invoice_profile.quantity_type (note: When quantity type is calculated we are passing sum of hours) | invoice_item.quantity |
invoice_item.amount | invoice_item.price |
invoice_item.account_code (note: In the matter type please select the "Xero fee account" for account code) | invoice_item.account_code |
invoice_item.tax_rate.xero_code (note: In the "Tax type" select the "Xero tax rate") | invoice_item.tax_type |
invoice.matter.client_and_matter_code | invoice_Item.tracking.option |
Data Fields: Credit Notes
Credit Notes are published from Matters.Cloud to Xero when they are either Marked as sent, sent via email, or exported from the integrations page.
invoice.invoice_number (note: where invoice_type = 'Credit note') | credit_note.invoice_number |
invoice.invoice_date | credit_note.date |
invoice.tax_amount | credit_note.total_tax |
invoice.amount | credit_note.total |
invoice.currency_id | credit_note.currency_code |
invoice.status | invoice.status |
invoice.due_date | credit_note.due_date |
invoice_item.description | credit_note_item.description |
invoice_item.item_type | credit_note_item.item_type (note: If 'Fees' then 'Hours' else if 'Expenses' then 'Expenses') |
| invoice_item.tax_rate.xero_code | credit_note_item.tax_type |
invoice.invoice_profile.quantity_type (note: When quantity type is calculated we are passing sum of hours) | credit_note_item.quantity |
invoice_item.amount | credit_note_item.amount |
invoice_item.account_code (note: In the matter type please select the "Xero fee account" for account code) | invoice_item.account_code |
invoice_item.tax_rate.xero_code (note: In the "Tax type" select the "Xero tax rate") | invoice_item.tax_type |
invoice.matter.client_and_matter_code | invoice_Item.tracking.option |
Data Fields: Invoice Payments
Invoice Payments are imported from Xero to Matters.Cloud once a day, on demand for a specific invoice, or by using the Import payments function from the integrations page.
| invoice_payment.date | payments.date |
invoice_payment.amount | payments.amount |
invoice_payment.invoice_id | payments.invoice.id |
invoice_payment.currency_id | payments.invoice.currency_code |
invoice_payment.receipt_type | "receipt" |
Data Fields: Disbursements (Paid)
Disbursements that are paid are published from Matters.Cloud to create a bank account transaction in Xero when they are posted or exported from the Integrations page.
| expense.transaction_type | Type |
| expense.expenseable.client.name | Contact.Name |
| expense.date | Date |
| expense.reference + expense.recipient | Reference |
| expense.narrative | LineItems[].Description |
| expense.amount | LineItems[].UnitAmount |
| expense.bank_account.xero_control_code | LineItems[].AccountCode |
| expense.tax_rate.xero_code | LineItems[].TaxType |
| Matter tracking category | LineItems[].Tracking[].Name |
| expense.matter.client_and_matter_code | LineItems[].Tracking[].Option |
| expense.bank_account | BankAccount.AccountID |
Data Fields: Disbursements (Anticipated)
Disbursements that are anticipated are published from Matters.Cloud to create a manual journal in Xero when they are posted or exported from the Integrations page.
| expense.date | ManualJournals[].Date |
| expense.id | ManualJournals[].Narration |
| expense.narrative | JournalLines[].Description |
| expense.amount | JournalLines[0].LineAmount |
| expense.bank_account.xero_anticipated_control_code | JournalLines[0].AccountCode |
| Matter tracking category | JournalLines[0].Tracking[].Name |
| expense.expenseable.client_and_matter_code | JournalLines[0].Tracking[].Option |
| expense.amount | JournalLines[1].LineAmount |
| expense.bank_account.xero_control_code | JournalLines[1].AccountCode |
| Matter tracking category | JournalLines[1].Tracking[].Name |
| expense.matter.client_and_matter_code | JournalLines[1].Tracking[].Option |
Data Fields: Client / Trust Transactions
Client account / trust transactions are published from Matters.Cloud to create a bank account transaction in Xero when they are posted or exported from the Integrations page.
| trust_transaction.transaction_type | Type |
| trust_transaction.client.name | Contact.Name |
| trust_transaction.date | Date |
| trust_transaction.reference | Reference |
| trust_transaction.description | LineItems[].Description |
| trust_transaction.debit / trust_transaction.credit | LineItems[].UnitAmount |
| trust_transaction.bank_account.xero_control_code | LineItems[].AccountCode |
| Matter tracking category | LineItems[].Tracking[].Name |
| trust_transaction.matter.client_and_matter_code | LineItems[].Tracking[].Option |
| trust_transaction.bank_account.xero_code | BankAccount.AccountID |
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