Xero Integration

Connect your account to Xero in just a few simple steps.

1. Go to the Xero section in your dashboard

2. Choose a start date (optional) - Pick the date you want to start syncing transactions from. If you don't select a date, we'll start syncing from today

3. Click Connect

1. You'll be redirected to Xero's login page

2. Log in with your Xero credentials

3. Review the permissions and click Allow access

4. You'll be automatically redirected back

After connecting, configure which accounts to use:

• Select your default accounts for the integration

• Click Save

Important: Gemba accounts support multiple currencies, and a separate bank feed is created for each currency. However, if your Xero account is on a Starter or Standard plan, you can only sync one currency (your base currency). Even if you select multiple currencies, only the base currency will be saved. To sync multiple currencies, you'll need to upgrade to a Xero Premium plan.

That's it! Your transactions will now sync automatically.

Your bank transactions automatically flow from Gemba to Xero as bank statement lines. This means:

• All your transaction details (amount, date, description)

• Payee and reference information

• Account balances

Once in Xero, you can reconcile these transactions just like any other bank statement.

Automatic Sync:

• Runs every hour in the background

• No action needed from you

Manual Sync:

• Click Sync Now anytime to sync immediately

• Useful when you need transactions in Xero right away

First time connecting:

• If you selected a start date, we sync from that date to today

• If you didn't select a date, we sync from today

After the first sync:

• We automatically sync from your last sync date to today

• This ensures you never miss any transactions

Want to sync transactions from a different date?

1. Go to the Xero section

2. Disconnect current integration

3. Select a new date using the date picker

4. Click Connect

5. Click Sync Now

We'll sync all transactions from your selected date forward.

Your transactions sync automatically every hour. If you need them sooner, just click Sync Now.

To stop syncing with Xero:

1. Go to the Xero section

2. Click Disconnect

This stops all future syncing. Note: Transactions already in Xero will remain there.

1. Log into Xero

2. Go to Accounting → Bank Accounts

3. Select your account

4. Your synced transactions appear as unreconciled statement lines

Yes - you'll need to reconcile your transactions in Xero:

1. Go to the Reconcile tab in your bank account

2. Match each transaction to an invoice, bill, or create a new transaction

3. Click Reconcile

The integration brings your transactions into Xero, but you still need to reconcile them.

Use the date picker when connecting or re-syncing:

1. Go to the Xero section

2. Click Disconnect

3. Select the date you want to start from

4. Click Sync Now

Gemba accounts support multiple currencies, and we create a separate bank feed for each currency you select.

However, this depends on your Xero plan:

• Xero Premium plans: Can sync multiple currencies - one bank feed per currency

• Xero Starter or Standard plans: Can only sync one currency (your base currency in Xero)

If you're on a Starter or Standard plan and select multiple currencies, only the base currency will be saved. To sync additional currencies, you'll need to upgrade your Xero plan.

This integration only syncs bank transactions. It does not:

• Sync invoices, bills, or contacts

• Automatically reconcile transactions for you

• Bring data from Xero back to Gemba

• Sync expenses or categorize transactions

Check your connection:

1. Go to the Xero section

2. If you see "Connection Expired", click Reconnect

3. Authorize again and try syncing

Verify your Xero setup:

1. Log into Xero

2. Go to Accounting → Bank Accounts

3. Make sure your bank feed is properly set up

Check the date range:

• Make sure transactions exist in Gemba for the dates you're syncing

• Use the date picker to adjust your sync start date if needed

Check your last sync:

• Look for the "Last synced" timestamp

• Click Sync Now to trigger a fresh sync

• Wait a few minutes for the sync to complete

Check in Xero:

• Go to your bank account in Xero

• Look under Bank Statements

• Transactions may take a minute or two to appear

Don't worry - this is normal. Xero automatically prevents duplicate transactions from being created. The message just means we tried to send a transaction that was already there.

If you're seeing actual duplicates in Xero, make sure you haven't created multiple bank feeds for the same account.

Connections expire if not used for 60 days. Simply:

1. Click Reconnect

2. Authorize again

3. Your syncing will resume

If you're still having trouble, contact our support team. Have this information ready:

• When the issue started

• What you were trying to do

• Any error messages you saw

• Your last successful sync date