Overview

Xero holds your own books: your clients and suppliers as contacts, the invoices you sent your clients, the bills your suppliers sent you, payments, bank transactions and reports, and in Australia, New Zealand and the UK your payroll. When a client asks about an invoice or a balance, or you want a report on what is unpaid, the answer is in Xero, not in your PSA. Neo connects to your Xero organisation through a custom connection you create in Xero’s developer portal, and reads and writes it through Xero’s APIs.

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What Neo can do with Xero

• Find invoices and bills by number, contact, status, date or due date, and read their lines, payments, amount due and whether they were emailed.
• Report on invoices: the unpaid and overdue invoices with totals per client and currency, aged receivables and payables, profit and loss, on a schedule or on a ticket.
• Answer a client’s billing question on a ticket: which invoices are open, what they owe, when an invoice is due, and the link to the online invoice.
• Compare Xero invoices and bills with your PSA’s billing for a reconciliation.
• Create and update contacts, draft invoices, bills, credit notes, quotes, payments, items and project time, add a note to a record, and email an invoice to its contact, when you allow it.
• Read and update payroll, projects, fixed assets and files, when you turn those areas on.

The agent tool, its access profiles and its safety controls: Xero API.

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Your contacts are mapped to clients

Neo matches each active Xero contact to a client in your PSA and keeps the mapping on the Xero card’s Organization Mapping tab, refreshed on each PSA metadata sync. With the mapping, an agent reads the right client’s invoices for each ticket. A contact that is only a supplier is not mapped, because your suppliers are not your clients. When a client is billed as several contacts, agents get every confirmed contact id and read them all. A contact you archive in Xero loses its automatic mapping on the next sync; a mapping you set by hand stays. Matching starts with the contact’s name: exact, then after stripping a legal-form suffix (Ltd, Pty Ltd, Inc, LLC). Next comes the contact’s website, then its email address, against your PSA companies’ domains, and last an AI match for the long tail. A contact whose name is exactly the name of one PSA company and no other, with no other contact matching that company, is handed straight to your agents, and so is one you confirm. Any other match shows on the Organization Mapping tab, where you can confirm or correct it. Anything Neo could not match stays unmapped and visible on the same tab, where you can set the right client by hand. A mapping you set by hand survives every later sync.

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Next steps