The Vault-Xero integration is available for Vault subscribers in Australia & New Zealand. To view and set up this integration, you will first need to ensure that you have the Xero Integration access ticked within your user management settings. More information can be found in the User Management Settings knowledge article.

Integration features include:

Sales invoices can be raised automatically when a sale is processed in Vault
Credit notes are applied when a sale is reversed
Payslips can be automatically updated with commission line items
Advertising invoices can be pushed to Xero - This includes the ability to integrate with payments applied in Xero to update the corresponding advertising invoice in Vault

Data Flow

Chart of Accounts in Xero is matched with fees and sales items in Vault
Tracking categories in Xero are assigned to staff members and other sales line items
Vault Users are mapped to Xero Employees
Property sales transactions raise Sales Invoices in Xero
Fallen/canceled/reversed sales create Credit Notes in Xero
Property sales transactions update Payslips in Xero Payroll
Integrate advertising/marketing invoices with Xero with the option to integrate payments

Step by step

How to connect the Xero integration

1. Navigate into Office Integrations > Xero

2. Click on Connect to Xero

3. This will then redirect you to Xero, where you will need to log in using your Xero credentials and grant access to the below:

4. Once completed, the integration will now be connected. You also have the option to Disconnect from Xero at any point

How to set up the Xero integration once connected

1. Once connected, we can then perform the setup as per the below options:

Automation: - Ticking this option will process sale transactions in the Pending Queue within five minutes. If this option is not selected, you can process the sale transaction within the Pending Queue manually as needed

Payroll transactions & Advertising invoices are not automated even if this option is selected (e.g. updating a salesperson's payslip or generating and sending an advertising invoice to Xero)

Raise Sales Invoices on: - Here you can opt to have Sales Invoices raised when a property has been set as Unconditional or Settlement (or Section 27 in Victoria/Release of funds in NZ)

The sales invoice will automatically be raised upon settling a property, regardless of the above setting selected to ensure an invoice is raised for every sale.

"Contact" for Invoice: - Here you can select whether the invoice contact is the property address or the Vendor name

Include:- Tick/untick what you would like to include on the invoice:

Advertising Recoverable - If ticked, will raise an invoice for any advertising expenses added within the advertising for the property - This will be raised as per the "Raised sales invoice on" setting applied

Pre-Distribution Deductions Recoverable - If ticked, will Include pre-distribution deductions added within the sales details of a property

Conjunctional Commission Fee - If ticked, will include a line item for a conjunctional office/agent added from within the sale splits (Within sales details)

Salesperson Share Accrual - If ticked and setup in the chart of accounts, will raise a salesperson share accrual in Xero

Conjunctional Commission Accrual - If ticked and setup in the chart of accounts, will raise a conjunctional commission accrual in Xero

Commission Line Items: - Tick the desired commission line item setting you would like to apply to the sales invoice

Agent Gross Splits - Selecting this option will include a line item for each salesperson split (excluding conjunctional) for the sale. The amount sent is the gross $ amount for the split. Therefore, the total commission amount on the invoice is the total revenue coming into the business.

Agency/Salesperson Shares - Selecting this option will include a line item for the agency share of commission and a line item for the salesperson share of the commission. The salesperson's share amount is the sum of the Net $ amount (excluding conjunctional commission) in Agent Allocation. The agency share amount is the remainder of the gross commission.

Agency Share/Salesperson Line Items - Selecting this option will include for each agent split, a line item for the agency share of commission and a line item for the salesperson share of commission.

2. Click on the Match Staff button to match your Vault staff with a Xero Employee

3. Click on the Match Chart of Accounts button to match with the "actions" in Vault

4. Click on the Match Tracking Categories button to match with your Vault staff

5. Click on the Payroll button to set the earnings rate based on commissions paid and tick the required Vault staff members that have an active payroll

Xero Integration in action (Invoices & Payroll)

1. Once you have reached the status selected for the "Raise Sales Invoices on" setting or when the property has been settled, we can now see it in the Xero Pending Queue. If using the payroll integration a payslip update will also appear in the Xero Pending Queue.

If Automation has been ticked, the sales invoice will be processed within the Pending Queue within 5 minutes from the selected "Raise Sales Invoice on" setting and appear in the Processing Log.

2. At this point, the financial controller in the office would typically send transactions across to Xero. If we need to ignore a transaction for whatever reason (perhaps the invoice was manually entered into Xero), we can simply click the Ignore button. Ignored transactions will stay in the pending queue (greyed out) for 7 days and can be reinstated. A log of the last 60 days of Ignored transactions will also appear in the Ignored Transactions tab

3. When we are ready, we can click Send to Xero in the bottom right-hand corner, the below window will appear and send the items to Xero one by one, updating the sync status in real-time:

4. Once completed, the queue will advise the below:

5. At any time you can view the Processing Log, including the option to view the transaction data sent to Xero

6. The invoice will then be visible from within Xero

The processing log will show an (!) icon against a transaction if any processing issues need review. In this case, you can click the View button to see further details to rectify the transaction. We also provide the option to send the transaction back to the Processing Queue to resend to Xero once rectified in Vault.

Xero Integration in action (Advertising)

1. Navigate into a property and generate a new advertising invoice. More information on this process can be found in the Advertising - Application of Advertising Expenses & Generating Invoices knowledge article

2. Once generated, we will have the option to click on Send to Xero next to the invoice

3. A success message will appear advising it has been sent to the Xero Pending queue

We provide the option to send an advertising invoice to Xero as many times as you require, however, this will raise a new advertising invoice in Xero for each push. We cannot update the existing invoice that had been pushed prior.

4. We can then navigate into Office Integrations > Xero > Pending Queue to see the advertising invoice transaction and send it to Xero. If Integrate Payments has been ticked in the Xero settings, should a partial or full credit/payment be applied to the advertising invoice in Xero, this will automatically add the credit against the corresponding advertising invoice in Vault

Additional information

Xero FAQ

How do I disconnect from Xero?

To disconnect from Xero, simply click “Disconnect from Xero” on your Vault Xero integration page.

If you do not process any data for 90 days, the Xero integration will be automatically disconnected, and you will need to ensure you reconnect the integration.

Xero settings in Vault appear to be stuck on loading?

Check to see if the below message regarding a problem with the connection to Xero is appearing. Disconnect and reconnect to Xero to resolve.

Can I repush a sales invoice back into the pending queue to resend to Xero?

Yes, we have the option to Send To Pending from within the Processing Log tab. Alternatively, if the property has already been settled, we can navigate to Other > History > More (next to the settled life cycle) > Here we can click on Re-raise Xero Sales Invoice to push back into the Pending Queue

If the property has yet to be settled, we can also manually raise the sales invoice and additionally update payslip data by navigating into the property > Financials tab > Click Manually Raise Xero Invoice.

When and how does data sync occur?

By default, data only syncs when you initiate a sync in the “Pending Queue” of Xero transactions. There is an optional setting to automate this process in your Vault Xero integration page. When this option is active, data will sync every five minutes (if transactions are available to sync).

Common errors and how to fix them

The document date cannot be before the period lock date, currently set at 31-Jan-2021 / The document date cannot be before the end of year lock date, currently set at 31-Jan-2021

This usually occurs if you are trying to process a sale with an unconditional or settlement date that falls in the locked period in your Xero account. You will not be able to automatically create this invoice.

Previously updated pay run differs from current pay run

This error can occur if you have reversed a settlement that updated a salesperson’s payslip in a previous pay run. It is not possible to update a pay run that is closed. Please adjust the salesperson’s payslip in Xero manually.

When sending a payslip update, the transaction log advises "Unable to find/create a draft pay run"

This error occurs if the transaction falls within a date range where the pay run has yet to be created in Xero. Please ensure you create the corresponding pay run to push the payslip data.

My invoice is missing a line item

Please ensure you have mapped all options under “Match Chart of Accounts” on your Vault Xero setup page:

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