This integration allows you to sync invoices and associated contacts and payments automatically with Xero.
You need to have your Xero login details handy for this task. You will need to give Art Galleria permission to connect with Xero, and also need to identify which Xero accounts (bank, tax, revenue and expense) you would like to automatically associate with invoice items and payments entered in Art Galleria.
IMPORTANT: Before connecting to Xero, please ensure that existing invoices in Art Galleria do not already have corresponding invoices created in Xero. If they already exist in Xero, please remove the duplicate invoices in Art Galleria before connecting. Your Art Galleria account must contain only invoices not already present in Xero. You can select a past or future date from which you would like to commence the transfer to avoid duplicate invoices.
Watch the video demonstration, or scroll down for step-by-step instructions.
1. In Websites open the Webservices tab, and click New Webservice.
2. Select Xero in the New Web Service screen.
3. In the XERO New Web Service screen, enter your preferences:
Invoice Prefix | You can enter a preferred invoice prefix. If you leave blank, the default value is AG. (For example, invoice #1234 in Art Galleria will be created as invoice AG-1234 in Xero.) |
Admin Email [OPTIONAL] | Enter an email here if different to the primary account user for notifications relating to the operation of this service. |
Enable Scheduled Sync | Select this option if you want the service to run automatically in the background. Alternatively, you can leave this option unchecked and run the sync manually only when required. |
Import all Xero | Select this option to copy existing contacts (clients) from Xero to Art Galleria. |
Copy All Existing Invoices and Associated Contacts To Xero | Select this option to copy existing invoices from Xero over to Art Galleria. |
4. Click Create Webservice and then click Allow access on the following page.
5. Open the more options (...) menu on the Xero row and select Edit.
6. Make sure the all the different accounts are correct, if you have them setup in Xero (sales, portal, shipping).
Once connected successfully, you will be able to map the bank, tax, revenue and expense accounts in Xero to Art Galleria equivalents.
7. Finally, select a Sync From Date to define from what date you wish to sync Art Galleria invoices. This can be a past or future date.
8. Click Update Webservice to save your changes.
Troubleshooting
My Xero sync stopped and I'm not sure why!
Confirm that the contact on the invoice is not archived in either Art Galleria or Xero.
Confirm that the contact on the invoice has a valid email address.
Confirm that the contact on the invoice that isn't syncing, does not have duplicates.
Confirm that the country on the invoice does not contain "United Kingdom of Great Britain and Northern Ireland". This specific country is not compatible with Xero.
My Xero sync service is stuck on "Running..." and says it "last updated x days ago"!
This issue may be caused by a specific invoice preventing the sync from completing successfully. If you encounter this, please reach out to us, and we'll investigate the problem to restore your sync as quickly as possible.
An invoice cannot be transferred from Art Galleria to Xero
Xero prevents Art Galleria from updating an invoice once it's closed (i.e. fully paid/credit notes applied, with a $0 balance). This can occur when an invoice is synced, reconciled in Xero, but then changes are made in Art Galleria.
To resolve this, manually compare the invoice. If updates are needed, remove the reconciled payments in Xero and wait for the next sync. Once done, you can mark as resolved in Art Galleria.
The payment on my Xero invoice differs from the payment on the Art Galleria invoice!
Because of the way Xero integrates, all invoice items are synced as tax exclusive, with the associated taxes then added to the total.
You can choose Tax Inclusive or Tax Exclusive in Art Galleria based on your preference, and the items will automatically adjust in Xero as tax-exclusive. The total amount will remain the same.
FAQ
Q: How much does the integration cost?
A: Nothing! The integration is free and included in all Art Galleria plans.
Q: How far back does the sync pull invoices?
A: The sync retrieves invoices last updated from the past 14 days. Any invoices older than that will not be included and must be manually entered into Xero.
Q: What is the best way to flag an invoice for re-sync?
A: If you're experiencing an issue and need a specific invoice to be picked up by the sync service again, simply open the invoice, make a minor edit (such as adding a period to the notes field), and click 'Update Invoice.' This action will trigger the service to re-flag the invoice for syncing. Once the sync is complete, you can go back and remove the period if needed.
Q: Why can't I see the option to delete an invoice?
A: If you're integrated with Xero, you won't be able to delete invoices in Art Galleria, but you can still void them. This ensures the invoice statuses remain consistent between Xero and Art Galleria, keeping your records accurate and in sync
Q: Do you support multiple revenue account mapping?
A: Yes! You can configure these mappings under Websites > Webservices.
Q: Does the integration sync artworks as stock in Xero?
A: No - the integration copies any invoices created in Art Galleria to Xero, so you don't have to manually re-create the invoice.
Q: What data does the integration sync from Art Galleria to Xero?
A: The sync copies the invoice, contact, and payment information to Xero.
Q: Is the integration a Two-way sync?
A: Not entirely - currently the sync is one-way, and mainly syncs data from Art Galleria to Xero. The only data synced back to Art Galleria is payments made.
Q: Can I still have invoices in Xero outside of the sync?
A: Yes, in the Webservices settings, you can configure to exclude certain invoices from syncing.