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Accounting & Tax

Integrating Xero’s Accounting Service

Written By Stefan S.

Last updated 8 months ago

In this tutorial, learn how to integrate with Xero’s Accounting service using PayKickstart’s API integration.

PayKickstart integrates with Xero Accounting to automatically create and/or update customer, Invoice, Credit Note based on customer action events in PayKickstart.

NOTE: You must first have an active PayKickstart vendor account and an active Xero account.

In your PayKickstart account, go to Configure → Integrations.


First, you’ll need to integrate on your main integration page.

Inside the Integrations menu, make sure to click on the Available tab.

Then find the Accounting category in the filter, and scroll down to locate Xero.

You can also search for Xero directly within the Search field:

Enable Xero by clicking the toggle switch.

Then, add an Account Name that would be used for display purposes in your PayKickstart account’s selection options.

Once ready, click on Connect to be redirected to the next step.

You will be redirected to Xero where you can log in first to then confirm your integration and connect your PayKickstart account:

Once logged in, choose the account you wish to integrate with.

After connecting your account, you must set up a Trigger to tell PayKickstart when to send customer information to Xero.

In the PayKickstart dashboard, go to Configure and select Triggers →

https://app.paykickstart.com/vendor/configure/triggers

Click the + New Trigger button to create a new rule.

Configure the Trigger settings as follows:

  • Status:
    First, toggle the switch at the top to make the trigger ACTIVE.

  • Trigger Name:
    Give your trigger a descriptive name so you can easily identify it later
    (e.g., "Product 1 - New Sale to Xero Online").
     

Select Event(s):
Choose the event that will fire this trigger.
For adding new customers, New sale is the most common choice.

Please note:

Available event options will show clearly only after saving your first trigger.

We recommend choosing the New Sale event when setting up the integration for the first time as it would trigger with any new transaction that is created for the product.

For Xero, the currently available and supported events are:

  • New Sale - triggers when a new transaction is created for the product

  • New Trial - triggers when a new trial is started for the product

  • Refund - triggers when a refund is issued to the customer, for the specific product

  • Subscription Cancellation - triggers when a Subscription is cancelled, for the product

  • Pending Cancellation - triggers when choosing to cancel the subscription at the end of the billing period, instead of immediately

  • Subscription Changed - triggers whenever the subscription’s plan has been changed to a different one

IF Condition (The Rule):

This defines the variable that must be included for the trigger to run.

Important: The IF condition must be set to a Product, for the integration to function.

Best Practice Use Case:
We recommend creating a separate trigger for each product.
This makes it easier to manage and troubleshoot specific product integrations if needed, rather than having 1 trigger where all products are selected.

THEN Action (The Result):

This defines what will happen when the IF condition is met.

  • Set the THEN action to: Pass purchase details to Accounting Service.

  • Service: Select Xero from the dropdown.

  • Account: Choose the Xero account you connected in your Integrations section.

Once you have configured the rule, click the Update Trigger button to save your automation.

Note:

You must first set up your Products in your Xero Accounting account before setting up the integration in PayKickstart.

After saving the product settings, PayKickstart will now communicate with Xero and pass new customers, invoices, and credit notes, as well as update them as needed, automatically.

Still need help? Ask the team