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
You move forward with the wizard footer button on each step. Tax Mapping is the first step and its Back action is disabled, so you map your taxes before configuring anything else. Settings are written to Xero only on the final Review & Save step.
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.
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.
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.
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.
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 Created At (date range) and by 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”.
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.
