It’s important to make sure your Xero account is all set up and ready to go before integrating it with your Timely account. In this guide we will cover how to:
- Activate 2FA
- Connect Xero to your Timely account.
- Adjust your Xero invoice settings.
- Map your Timely payment types to Xero accounts.
- Import your Xero Contacts into Timely (Optional).
- Assign Xero account codes to your services and products (Optional).
Activate 2FA
Xero requires 2FA (Two factor authentication) for all Timely customers who integrate their Timely account with Xero, and the integration will not work without this protection enabled. Please note that because of this requirement, the Xero integration with Timely is unavailable in Singapore and the UAE.
2FA is a security setting that uses your mobile phone to secure your account. Each 30 days, or whenever you log into Timely from a new device, you will be asked to enter a 6 digit code that we will send to your mobile phone. 2FA is considered to be among the most secure ways to protect your account and is considered industry best practice for guarding against scams and digital attacks.
See how to set up 2FA on your account here
Connect Xero to your Timely account
Next, you need to authorise the connection between the two accounts:
- Head to Setup > Add ons in your Timely account.
- Under the Xero section, click the Activate button.
- At the Xero set up screen, click Setup Xero. You will be taken to Xero to allow access to your Xero account.
- You'll need to Allow access to Timely in your Xero account.
Note: If your business has multiple organisations set up under Xero, you need to select which organisation you want to connect to Timely.
5. You'll then be redirected back to Timely to enter your additional settings.
Note: If your business does not appear in the dropdown menu, it's likely you don't have the required permissions within Xero. A 'Standard' user role is the minimum requirement.
Adjust your Xero invoice settings
Now that the accounts are connected, you can adjust your Xero invoice settings.
You will automatically be returned to this page, when you first connect the account, but you can return to this page to update the settings at any time under Setup > Add ons > Xero > Configure.
- Click the Edit settings button:
- You will see the Xero settings tab:
- Set the default Sales account for invoices. You will be able to set individual sales accounts for services and products, so a generic, or widely used account is your best bet here.
- Set the Status of on-account invoices. This determines if unpaid invoices will be synced to Xero as Draft or Approved. If they are synced as Draft, they must be manually approved in Xero before payments can be applied.
- Then Choose invoice number to use for your Xero invoices. If you want numbers to match between systems, use the Timely generated number option.
- Choose the Time of the day to sync invoices to Xero. Invoices and payments will be automatically synced in bulk at this time, but you can manually sync any invoices as required.
- Set the Liability account for gift vouchers/customer credit/new packages (2).
- Click Save to update your settings.
Note: Refunds created in Timely do not currently sync to Xero. If you wish to have refunds issued in Timely reflected in your Xero account, you can issue a credit note manually in Xero.
Map your payments types
You can map each of your payment types in Timely, to a different asset account in Timely.
There are two main approaches for mapping and reconciling your payments:
- Map your payments to a clearing account.
- Map your payments to a bank account.
Our How to reconcile your payments in Xero guide steps you through that whole process in more detail.
To select an account, it must have the following properties in Xero:
- Account type: Current Asset
- Tax (any tax type is acceptable)
- Show on dashboard watch-list (so you can track the balance of the account)
- Enable payments to this account
When you're ready, you can adjust the accounts that your payment types are mapped to:
- Head to Setup > Add ons.
- Click Configure next to the Xero integration.
- Click the Edit settings button:
- Go to the Account Mappings tab.
- Choose a Xero account for each payment type:
- Click Save to complete the process.
Import your Customers from Xero
If you've already been using Xero and don't have your customers in Timely yet, you can import them in bulk into Timely.
Check out our How to import your customers from Xero guide for more detailed instructions.
Assign Xero accounts to your products and services
You also have the option to assign different Xero accounts to individual products and services.
You can update each product or service individually, but you can't apply one code to all services and another to all products.
Our How to set individual xero accounts for products and services guide steps you through that process in more detail.