Xero Integration (Coming Soon)

Coming Soon. The Xero integration is not available yet. This guide previews how it will work once it ships. For accounting sync available today, see the QuickBooks Integration.

Muin’s Xero integration enables seamless data flow between your operations and accounting. Sync invoices, contacts, and expenses automatically, keeping your Xero books accurate without manual data entry.

Integration Overview

What Syncs

Data Type	Direction	Description
Bills	Muin → Xero	Approved invoices create bills
Contacts	Two-way	Vendor/supplier records sync
Payments	Xero → Muin	Payment status updates
Accounts	Xero → Muin	Chart of accounts imported
Spend Money	Xero → Muin	Expense transactions

Benefits

• Single source of truth - Data consistent across systems
• Automated entry - No manual transcription
• Real-time updates - Changes sync quickly
• Error reduction - Eliminate data entry mistakes

---

Setting Up the Integration

Prerequisites

Before connecting:

• Active Xero subscription
• Xero admin or advisor access
• Muin admin permissions

Connecting Xero

1. Navigate to Settings → Integrations
2. Find Xero and click Connect
3. Sign in to your Xero account
4. Select the organization to connect
5. Authorize Muin’s access
6. Click Allow Access

Initial Configuration

After connecting:

1. Map tracking categories - Align Muin categories with Xero
2. Configure sync preferences - Set what syncs and when
3. Review contacts - Match existing contacts
4. Test the connection - Verify with test data

---

Bill Sync

How Bill Sync Works

When an invoice is approved in Muin:

Invoice Approved → Mapped → Sent to Xero → Bill Created
       │              │           │             │
   In Muin      Categories    API call     Bill in
              applied                      Xero

Configuring Bill Sync

1. Go to Integrations → Xero → Settings
2. Under Bill Sync:
   • Enable/disable bill sync
   • Set sync trigger
   • Map due date handling
   • Configure line item behavior

What Gets Synced

For each bill:

• Contact (vendor)
• Bill number (invoice number)
• Date and due date
• Line items with account codes
• Tax configuration
• Reference notes

Account Coding

Line items are coded to Xero accounts:

• Map categories to account codes
• Set default account for uncategorized
• Override per invoice if needed

---

Contact Sync

Two-Way Contact Sync

Contacts stay synchronized:

Muin → Xero:

• New vendors create Xero contacts
• Updates sync to Xero

Xero → Muin:

• New Xero contacts import
• Contact details update

Contact Matching

Muin matches contacts using:

• Email address (primary)
• Contact name (secondary)
• Tax ID (if available)

Contact Fields Synced

Field	Syncs	Notes
Name	Yes	Contact name
Email	Yes	Primary email
Phone	Yes	Default phone
Address	Yes	Primary address
Tax Number	Yes	ABN/VAT/Tax ID
Default Account	Yes	For expenses
Bank Details	Xero → Muin	Payment info

Handling Contact Types

Xero contact types map to Muin:

• Supplier → Vendor
• Customer → Customer (if enabled)
• Supplier & Customer → Both

---

Payment Sync

Payment Status Updates

When payments are made in Xero:

• Payment status syncs to Muin
• Invoice marked as paid
• Payment date recorded
• Amount reconciled

Partial Payments

Xero partial payments are tracked:

• Outstanding amount updates
• Payment history maintained
• Multiple payments supported

Payment Methods

Payment method syncs as metadata:

• Bank transfer
• Credit card
• Check/cheque
• Other

---

Chart of Accounts

Importing Accounts

Import your Xero chart of accounts:

1. Go to Integrations → Xero → Accounts
2. Click Sync Accounts
3. Accounts import automatically
4. Map to Muin categories

Account Types

Different account types are handled:

• Expense - For bill coding
• Revenue - For customer invoices
• Asset - For tracking
• Liability - For tracking
• Equity - View only

Tracking Categories

Sync Xero tracking categories:

• Import category options
• Map to Muin dimensions
• Apply to transactions

---

Expense Sync

Importing Expenses

Bring Xero spend money transactions to Muin:

1. Enable expense import
2. Set import filters
3. Expenses appear in Muin
4. Use for budget tracking

Expense Mapping

Configure how expenses map:

• Xero account → Muin category
• Tracking category → Muin dimension
• Contact → Vendor

Using Expense Data

Imported expenses enable:

• Vendor spend analysis
• Budget vs. actual tracking
• Cash flow visibility
• Grant/project allocation

---

Sync Settings

Sync Frequency

Configure sync timing:

Option	Description
Real-time	Immediate on changes
Every 15 minutes	Frequent sync
Hourly	Standard cadence
Daily	Once per day
Manual	On-demand only

Sync Direction

Per data type:

• Push only - Muin → Xero
• Pull only - Xero → Muin
• Two-way - Both directions

Conflict Handling

When data conflicts:

• Newest wins - Most recent timestamp
• Xero wins - Xero data priority
• Muin wins - Muin data priority
• Manual - Flag for review

---

Monitoring

Sync Dashboard

View at Integrations → Xero → Status:

Metric	Description
Connection	Active/inactive
Last Sync	Timestamp
Pending	Items queued
Errors	Failed items

Activity Log

Review sync history:

• Date and time
• Sync type (auto/manual)
• Records processed
• Errors encountered

Alerts

Receive notifications for:

• Sync failures
• Connection issues
• Mapping problems
• Rate limit warnings

---

Multi-Currency

Currency Support

Xero multi-currency syncs properly:

• Currency code on transactions
• Exchange rates at transaction date
• Reporting currency conversions

Currency Mapping

Configure currency handling:

• Default currency
• Exchange rate source
• Rounding rules

---

Common Issues

”Organization Not Found”

If Xero org not available:

1. Verify Xero subscription
2. Check your access level
3. Reconnect the integration
4. Contact Xero support

”Contact Mismatch”

When contact matching fails:

1. Check email addresses
2. Review name spelling
3. Create manual mapping
4. Merge duplicates if needed

”Account Code Invalid”

If account coding fails:

1. Verify account exists in Xero
2. Check account is active
3. Update mapping
4. Refresh accounts list

Rate Limiting

Xero limits API calls:

• Muin manages rate limits
• Syncs queue and retry
• Large syncs split into batches
• No action needed

---

Security

Authentication

Secure OAuth 2.0 connection:

• No Xero password stored
• Token-based access
• Automatic token refresh
• Revocable at any time

Permissions

Muin requests minimal permissions:

• Accounting contacts
• Accounting transactions
• Accounting settings (read)

Disconnecting

To remove the integration:

1. Go to Settings → Integrations → Xero
2. Click Disconnect
3. Confirm disconnection
4. Also revoke in Xero if desired

---

Best Practices

Setup

1. Start with a test - Use a demo company first
2. Map carefully - Get account mappings right
3. Enable gradually - One sync type at a time
4. Verify results - Check data in both systems

Ongoing

1. Monitor sync status - Weekly health check
2. Keep mappings current - Update when accounts change
3. Address errors quickly - Don’t let queues build
4. Review regularly - Monthly data reconciliation

---

Differences from QuickBooks

For teams migrating or comparing:

Feature	Xero	QuickBooks
Bills	Yes	Yes (Invoices)
Contacts	Two-way	Two-way
Tracking Categories	Yes	Classes
Multi-currency	Native	Add-on
Tax Handling	Built-in	Region-specific

---

Troubleshooting

”Token Expired”

OAuth tokens need refresh:

1. Go to integration settings
2. Click Reconnect
3. Re-authorize
4. Sync resumes

”Duplicate Detected”

Xero found potential duplicate:

1. Review the flagged item
2. Verify it’s truly duplicate
3. Skip or merge as appropriate
4. Adjust matching if recurring

”Sync Incomplete”

If sync stops mid-process:

1. Check for errors
2. Review pending queue
3. Trigger manual sync
4. Contact support if stuck

---

Next Steps

• QuickBooks Integration - Alternative accounting
• Invoices - Invoice processing
• Building Workflows - Automate processes