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How do I connect FlowLogic to Xero?

Connect, reconnect or disconnect Xero from the export screens, match staff with Xero employees, and fix common connection errors.

Key Points

  • You can connect FlowLogic to Xero yourself from Export Timesheets, Export Leave or Export Invoices.

  • You need the Xero Connection Admin Right in FlowLogic, and permission in Xero to connect apps.

  • FlowLogic connects to one Xero organisation. To change organisation, disconnect first.

  • If the connection drops, the export screens show Not connected. Reconnect with the same steps.

  • Before you export, set up your pay items in Xero and sync your staff. See How do I set up Xero pay items and fix Xero export errors?

Before you start

  • Make sure your Group has the Xero Connection Admin Right. If your organisation manages its own Rights, an administrator can add it to your Group under System Menu > Rights. Otherwise, ask FlowLogic Support to add it. Without it you can see whether Xero is connected, but you can't connect or disconnect.

  • Make sure your Xero user can connect third-party apps to the Xero organisation. A Xero trial organisation can't be connected.

Connecting to Xero

  1. Go to Finance and Payroll and open Export Timesheets, Export Leave or Export Invoices.

  2. In the connection banner, click Connect to Xero, then Authorise with Xero. Xero opens in a pop-up window.

  3. Log in to Xero and choose your Xero organisation.

  4. Review the access FlowLogic is asking for, then allow access.

  5. The pop-up closes and the FlowLogic screen shows that Xero is connected.

If you cancel in Xero, nothing is connected and you can start again.

Matching staff with Xero employees

Each staff member must already exist as an employee in Xero. FlowLogic can't create them for you.

  1. Go to System Menu > Users and open the staff member's user.

  2. Select the Xero tab.

  3. Set Action to Attempt Sync and click Perform Selected Action.

Their first and last names must match Xero exactly, including spaces. The Users list shows each person's Xero sync status. A staff member who isn't synced can't be exported.

What goes to Xero

  • Timesheets: only approved timesheets are exported. They then show as Processed in FlowLogic.

  • Leave: exported separately, matched to your Xero leave types.

  • Invoices: created in Xero as drafts. Xero contacts are created for you.

FlowLogic sends hours against your export codes. Xero applies the pay rates, so pay rates must be right in Xero.

Disconnecting or changing Xero organisation

Click Disconnect in the connection banner and confirm. This also removes FlowLogic from Connected apps in Xero. You can then connect to a different Xero organisation.

If the connection stops working

  • The screens show Not connected: access was removed in Xero, or the connection expired. Reconnect with the steps above.

  • You exported to the wrong Xero organisation: disconnect, then connect to the right one.

  • "Tracking Item ID is required" or a missing tracker: the Area has no export code that matches a Xero tracking option.

  • An unexpected error with a reference ID: disconnect and reconnect. If it keeps happening, contact FlowLogic Support with the reference ID.

  • Lots of 401 errors or the connection drops during a big export: Xero limits how many requests can be made in 24 hours. Wait and try again later.

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