The Xero integration posts your Qoblex accounting activity into Xero: sales invoices and their payments, supplier bills and their payments, inventory journals, and manufacturing postings. You choose which Xero ledger accounts, bank accounts, tax rates, and tracking categories each type of transaction uses, so the figures land in the right place in your chart of accounts.
This article explains how the Xero settings screen is organised, the order Qoblex walks you through during first-time setup, what each settings section controls, and how to use the Sync Status tab to review and push transactions. Treat setup as an accounting configuration task and complete it with whoever owns your accounting, because these settings decide how invoices, bills, payments, inventory, and manufacturing are recorded in Xero. For the field-by-field mapping of customer and supplier contacts, see How Contacts Map Between Qoblex and Xero.
First-time setup (the connection wizard)
When Xero is newly connected and setup is not yet complete, Qoblex shows a step-by-step wizard instead of the normal settings tabs. The wizard walks through these steps in order, and you cannot go back past the first one:
- Tax Mapping
- Sales
- Purchases
- Manufacturing
- Inventory
- Review & Save
Each wizard step has a footer with Back and Next buttons; on the final Review & Save step the forward button reads Save & Finish. Tax Mapping is the first step and its Back button is disabled, so you map your taxes before configuring anything else. Settings are written to Xero only when you press Save & Finish on the Review & Save step.
The wizard footer also shows a Disconnect button (on the left) on every step. Choosing it opens a Confirm Disconnection from Xero dialog (“Are you sure you want to uninstall “Xero” integration ?”); confirming removes the Xero connection and returns you to the Integrations page. Use it only if you want to abandon setup and reconnect from scratch.
Tax mappings are required. The Tax Mapping step asks you to “Map every Xero tax rate to a Qoblex tax”, and the wizard will not let you finish until each Xero tax rate you use is mapped.
Once setup has been saved, Qoblex switches from the wizard to the configured settings view (tabs), and the integration name stops being shown as a temporary setup record.
The settings tabs (after setup)
After setup is complete, the Xero integration opens as a set of tabs:
- Sales
- Purchases
- Manufacturing
- Inventory
- Tax mappings
- Sync Status
Each tab except Sync Status is saved with the Save changes button at the bottom of the page (it reads Saving while in progress). The Sync Status tab has no save button; it is for reviewing and pushing transactions, not for changing settings.
The same footer carries a Disconnect button on the left. Choosing it opens a Confirm Disconnection from Xero dialog (“Are you sure you want to uninstall “Xero” integration ?”); confirming removes the Xero connection and returns you to the Integrations page.
Changes are only used after you save the tab. Until you press Save changes, edits to a settings tab are not applied to sync.
Choosing Xero accounts
Throughout the settings, you pick Xero ledger accounts, bank accounts, and tracking categories from dropdowns that Qoblex loads from your connected Xero organisation. Ledger-account dropdowns group the accounts by category — Default, Assets, Revenue, Expenses, Liability, and Equity — and each account is shown as its code and name.
The Default group at the top of an account dropdown offers two special choices:
- Do Not Sync — Qoblex does not create a Xero posting for that setting.
- Inherit — use the account from the matching default or rule instead of setting one here.
Use Do Not Sync deliberately. It is the correct choice when you do not want a particular posting in Xero, but it is also a common reason an expected record never appears in Xero — check it first if something is missing.
If an account, bank account, tax rate, or tracking category that exists in Xero is missing from a dropdown, confirm it exists and is active in Xero, then reopen the Xero settings page so Qoblex reloads the latest data.
Sales settings
The Sales tab controls how sales invoices and customer payments post to Xero:
- Sales Account — the ledger account invoices sync to (“Select a ledger account where to sync your invoices”).
- Override rules — optional rules that, when a record matches, set a different ledger account and/or tracking category for that invoice (see Override rules below).
- Enable invoice batching — group invoices into batches based on tax settings, currency, and sales rule configurations so related transactions are posted together.
- Sync invoices in presentment currency — sync invoices in their presentment currency instead of the Qoblex base currency.
- Sync Document Status — the state invoices are created in within Xero: Draft, Authorized, or Submitted.
- Payments — the default bank account for posting customer payments, plus payment override rules by gateway.
- Two way payment sync — keep payments in sync in both directions between Xero and Qoblex.
Purchases settings
The Purchases tab controls how supplier bills and bill payments post to Xero:
- Purchases ledger account — for purchase orders and bills.
- Expenses Account — for charges (such as travel, training, or internal admin costs) that are recorded separately and not apportioned to an item’s landed cost, unlike freight, duty, or insurance, which are distributed across items.
- Sync bills in presentment currency — sync purchase data in the original currency instead of the base currency.
- Sync Document Status — the state bills are created in within Xero: Draft, Authorized, or Submitted.
- Payments — the bill payments default bank account.
- Two way payment sync — keep bill payments in sync in both directions between Xero and Qoblex.
Inventory settings
The Inventory tab controls how stock movements post to Xero as journals:
- Stock On Hand Account — the asset account where stock-on-hand data is recorded.
- Cost Of Goods Sold account — the expense account the cost of goods sold is pushed to (with optional override rules).
- Inventory Adjustments account — the expense account dedicated to stock loss, shrinkage, and write-offs (with optional override rules).
- Sync products as Untracked — item codes appear on Xero invoices without Xero managing stock on hand or cost of goods sold.
- Sync journal status — the state inventory journals are created in within Xero: Draft or Posted.
Stock On Hand and Cost Of Goods Sold must be set consistently. Qoblex blocks saving with the message “COGS and SOH must either both be Do Not Sync or both have valid accounts selected.” Either choose valid accounts for both, or set both to Do Not Sync.
Manufacturing settings
The Manufacturing tab sets the ledger account used for manufacturing postings, plus optional override rules. If a rule matches, its ledger account and tracking category override the default above.
Tax mappings
The Tax mappings tab maps each Xero tax rate to a Qoblex tax. Each row pairs a Xero tax with a Qoblex tax name; use Add mapping to add a row. When you pick a Xero tax that has no matching Qoblex tax yet, you can create the matching Qoblex tax directly from the row. This mapping is what lets tax amounts post correctly when documents sync.
Override rules
Sales, Manufacturing, Inventory (COGS and Adjustments), and the payment sections support override rules. A rule defines conditions and, when a record matches it, sets the account it posts to differently from the section default. In the rule builder, under “What happens when a record matches this rule?”, you can:
- Set ledger account to — a specific Xero ledger account (or bank account, for payment rules).
- Set tracking category to — a specific Xero tracking category.
Rules are evaluated in priority order, so the first matching rule wins.
How and when records sync
Most documents post to Xero automatically, within a few minutes, once they are authorized. Sales invoices, refunds, supplier bills, and payments are sent as soon as the document is authorized in Qoblex; drafts and unauthorized documents are held back and are not sent. If you turn on Enable invoice batching on the Sales tab, invoices are grouped together and sent once a day rather than immediately.
Inventory-accounting journals work on a different rhythm. The entries that post your stock movements to the Stock On Hand Account and Cost Of Goods Sold account, together with your stock-loss, shrinkage, and write-off postings to the Inventory Adjustments account, are sent once a day on an overnight sync, not straight away. So expect your sales and purchase documents to appear in Xero within minutes, while the inventory value and stock adjustments update once a day.
Qoblex syncs your products to Xero as untracked items and remains the source of truth for your stock: Xero shows the item code and price on invoices and bills but does not track quantity on hand or cost of goods for those items, and Qoblex posts the inventory value to Xero itself as journals. For the full explanation, see Inventory, COGS, and Adjustments Settings.
If a push fails, for example because a tax or account mapping is missing, Qoblex retries it automatically. Anything still unsent shows up on the Sync Status tab as a failed transaction, where you fix the cause and click Sync to Xero to resend it.
Some things never sync on their own. Nothing is sent while the integration is disconnected or paused, before a document is authorized, or for records set to Do Not Sync. If an expected record never reaches Xero, check those first.
Sync Status
The Sync Status tab lists transactions and lets you push selected ones to Xero. Each row shows: Id, Created At, Type, Status, Sub Total, Tax, Total, Cost, a Xero link, and Journal Sync. You can filter by:
- Failed transactions only ? — a toggle between All transactions and Only Failed Transactions. Turn it on to surface just the rows that failed to sync.
- Created At — a date range.
- Type — the transaction type.
To push records, select one or more rows and click Sync to Xero. If you click it with nothing selected, Qoblex shows “No transactions selected. Please select at least one transaction to sync”.
Manual sync is for after a fix, not instead of setup. If a transaction failed, correct the cause (the missing account, tax mapping, bank account, tracking category, or document status) first, then re-sync the affected rows. If a row already has a Xero link, review the linked Xero record before re-syncing to avoid duplicate or confusing postings.
Changing settings on a live integration
Changing a Qoblex setting does not rewrite transactions that were already posted to Xero. Before changing live settings, confirm which documents are affected, whether the change applies to future records or to failed retries, whether already-synced Xero records need separate correction, and whether a section default or an override rule is the right level of change. Correct already-posted Xero records in Xero, with your accounting owner’s approval.