Xero Inventory Management
Xero is your book of record, and it tracks inventory the way an accounting system does: one item, one average cost, no locations, no goods receipt to book a part delivery against, no freight and duty spread across the shipment that carried it, no bill of material. A business that holds real stock keeps the stock somewhere else and types the result into Xero twice a month, or lets Xero track it too and ends up with two different values for the same goods. Qoblex takes the stock side and posts the accounting: invoices, credit notes, bills, payments and the value of what moved, into the accounts you pick.
Stop keeping your books and your stock in step by hand
Every document that means money in Qoblex has somewhere it belongs in Xero. Setting that up once is what removes the monthly job of making the two agree.
Invoices reach Xero without retyping
A sales order becomes a Xero invoice as it is raised, coded to the sales account you chose, with its payment following it. Refunds arrive as credit notes. Nobody re-enters a day’s sales in the evening.
Bills arrive already coded
Purchase orders post as bills, with separate expense charges coded to their own account, in the currency they were raised in. Your bookkeeper stops deciding line by line where a freight charge belongs.
Two systems, one stock value
If Xero tracks the item too, it values the same sale at its own average cost and Qoblex values it at another, and the two never reconcile. Qoblex syncs products as untracked for exactly that reason: one system owns stock value, and it is the one that knows what freight cost.
Stock value posts itself
Name the accounts for stock on hand, cost of goods sold and inventory adjustments once. After that the value of everything received, shipped and adjusted reaches the ledger without a month-end journal.
Send a line somewhere other than the default
Override rules route a transaction to a different account or tracking category based on what it is. One channel, one brand or one location can be reported separately in Xero without anyone recoding journals afterwards.
The right tax rate, every time
Map each Qoblex tax class to a Xero tax rate once, and every document that syncs carries the correct one. It is the detail that otherwise makes a whole batch of invoices need fixing.
What the workshop cost lands in the books
Labour and overhead recorded on a production order post to the ledger account you choose, with their own override rules. Made stock gets accounted for the same way bought stock does.
Contacts stay one list, not two
Import your Xero contacts to start with, and new customers and suppliers reach Xero as their first document syncs, matched to existing records rather than duplicated. One customer, one contact, one balance.
See what has not reached Xero yet
The Sync Status tab lists what should be in Xero and whether it arrived, and lets you push anything that did not. A failed sync is something you can see and fix, not something you discover at year end.
Qoblex has been selected as a Finalist in the Xero Global App Awards 2025. This recognition reflects our focus on building inventory capabilities that match the strength and reliability of Xero’s accounting platform for small and growing businesses.
I have been working with Qoblex inventory program, Shopify POS, and Xero accounting -fantastic integration between all 3, which is vital given that I am a small business and do not have any extra time for double entries. The integration to date has been seamless… I highly recommend this integration for any small business.
Frequently asked questions
What syncs to Xero, in which direction, and who owns the stock figure.
What actually syncs to Xero?
Sales invoices and their payments, credit notes for refunds, supplier bills and their payments, the journals that carry stock value and cost of goods sold, inventory adjustments, and manufacturing costs. Each goes to an account you choose, and rules can send particular transactions somewhere else.
Should I let Xero track my inventory as well?
No, and this is the one setting worth getting right. If an item is tracked in Xero, Xero values the sale at its own average cost while Qoblex values it at the cost it knows, including freight and duty, so the same sale is costed twice and differently. Qoblex syncs products as untracked so that stock value has one owner.
Which system is the book of record?
Xero. Qoblex is where stock, orders and purchasing live, and it posts the accounting consequences into Xero. Your accountant keeps working in the system they already work in.
Can I send different sales to different accounts?
Yes. Each settings tab has a default account, and override rules route a transaction elsewhere based on its attributes. Tracking categories work the same way, so a channel or a location can be reported on separately in Xero.
What happens with tax?
You map your Qoblex tax classes to Xero tax rates, and every synced document carries the mapped rate. You can create a Qoblex tax class directly from a Xero rate while you are doing it, so the two lists start out matched.
What if something does not reach Xero?
The Sync Status tab shows every transaction that should have synced and whether a matching Xero document exists, with a filter to find the failures and a button to push the ones you select. Nothing has to be recreated by hand.
Does the Xero integration cost extra?
Each accounting connection counts as a paid integration rather than being part of the base plan. See pricing for current terms.
Can I disconnect later?
Yes. Disconnecting revokes the connection and removes the stored Xero credentials from Qoblex. What has already synced stays in Xero, because it is Xero’s record now.
How it works
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Unlike other systems, we can get you up and running within 1 week.