Connecting Xero for Accounting Sync
Connect Trade2Base to your Xero account and invoices flow through automatically. No more copying invoice details from one system to another — when you raise an invoice in Trade2Base, it appears in Xero as a draft. When it's paid, Xero is updated too.
What syncs between Trade2Base and Xero
New invoices created in Trade2Base sync to Xero as draft invoices, including all line items, VAT, and due dates.
Customer names and details are created as Contacts in Xero if they don't already exist.
When an invoice is marked as paid in Trade2Base (including via Stripe), Xero is updated to reflect the payment.
Before you start
- You need a Xero account. If you don't have one, visit xero.com — Xero offers a 30-day free trial.
- You must be an admin in both your Xero organisation and your Trade2Base account. Standard users cannot connect integrations.
- Make sure your Xero chart of accounts is set up with a Sales account before connecting. Trade2Base invoices will be posted to your default sales account.
Connecting Xero — step by step
Click "Settings" in the left-hand sidebar of your Trade2Base dashboard.
Select the "Integrations" tab at the top of the Settings page.
Scroll to the Accounting section and find the Xero card. Click "Connect Xero".
You'll be redirected to Xero's login page. Enter your Xero email and password.
If you have more than one Xero organisation, select the one you want to connect to Trade2Base.
Xero will show a list of permissions Trade2Base is requesting. Click "Allow access" to proceed.
You'll be redirected back automatically. The Xero card in Settings will show "Connected" with your organisation name.
What happens after connecting
Once connected, new invoices you create in Trade2Base will automatically appear in Xero as draft invoices. You can review, approve, and send them from Xero just like any manually created Xero invoice — or leave that to your accountant.
When a payment is recorded in Trade2Base — whether via Stripe, or manually marked as cash or bank transfer — Xero is updated to show the invoice as paid.
Manual sync
If you need to force a sync — for example, after correcting a customer name — go to Settings → Integrations → Xero and click “Sync Now”. This re-pushes all recent changes to Xero. Syncs typically complete within 30 seconds.
Troubleshooting
This can happen if auto-sync runs twice for the same invoice. Go to Settings → Integrations → Xero and toggle the auto-sync off, wait 10 seconds, then toggle it back on. Delete the duplicate from Xero manually. The remaining invoice is the correct one.
Xero contacts use company name as the primary identifier, while Trade2Base uses the contact's personal name. If a Xero contact already exists with a different name format, Xero may create a duplicate contact. To fix this: ensure the customer record in Trade2Base has the same company name as the Xero contact, then run a manual sync.
If you use an accountant, let them know you've connected Trade2Base to Xero. They can then review invoices in Xero as they come through and confirm that the chart of accounts mapping looks correct for your business type.
Still need help? Contact support