Xero
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Xero is an online accounting software that provides business owners with an understanding of their cash flow by highlighting details such as bank balances, outstanding invoices, upcoming bills, and expense claims.
You can use Hevo Pipelines to replicate the data from your Xero account to the Destination system. For this, you must authorize Hevo to access the account’s data.
One Pipeline can be associated with only one Xero account. However, each account can include multiple organizations.
Note: Xero imposes limits on the number of transactions of different types that a company may process in a given amount of time. Hence, it is not a suitable choice for businesses with a high volume of transactions.
For creating Pipelines using this Source, Hevo provides you a fully managed BigQuery data warehouse as a possible Destination. This option remains available till the time you set up your first BigQuery Destination irrespective of any other Destinations that you may have. With the managed warehouse, you are only charged the cost that Hevo incurs for your project in Google BigQuery. The invoice is generated at the end of each month and payment is recovered as per the payment instrument you have set up. You can now create your Pipeline and directly start analyzing your Source data. Read Hevo Managed Google BigQuery.
Prerequisites
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An active Xero account with either Adviser or Standard user role.
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You are assigned the Team Administrator, Team Collaborator, or Pipeline Administrator role in Hevo to create the Pipeline.
Configuring Xero as a Source
Perform the following steps to configure Xero as a Source in Hevo:
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Click PIPELINES in the Navigation Bar.
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Click + CREATE in the Pipelines List View.
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In the Select Source Type page, select Xero.
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In the Configure your Xero account page, click + ADD XERO ACCOUNT.
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Log in to your Xero account.
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In the drop-down, select the organization whose data you want to access.
Note: Xero allows you to select only one organization at a time. You can add more organizations in the subsequent steps.
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Click Allow access to authorize Hevo to access the selected organization’s data.
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In the Configure your Xero Source page, specify the following:
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Pipeline Name: A unique name for the Pipeline, not exceeding 255 characters.
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Select Organizations: One or more organizations whose data you want to ingest.
Note: You must individually authorize Hevo on each organization you select.
To add more organizations, click + Add another Organization and repeat Steps 6 and 7.
The organization(s) you added are now available for selection in the Select Organizations drop-down.
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Historical Sync Duration: The duration for which the existing data in the Source must be ingested. Default duration: 1 Year.
Note: If you select All Available Data, Hevo ingests all the data available in your Xero account since January 01, 2010.
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Click TEST & CONTINUE.
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Select the check box next to the objects you want to replicate to your Destination.
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Proceed to configuring the data ingestion and setting up the Destination.
Data Replication
| Default Pipeline Frequency | Minimum Pipeline Frequency | Maximum Pipeline Frequency | Custom Frequency Range (Hrs) |
|---|---|---|---|
| 15 Mins | 15 Mins | 24 Hrs | 1-24 |
Note: The custom frequency must be set in hours, as an integer value. For example, 1, 2, 3 but not 1.5 or 1.75.
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Historical Data: Once you create the Pipeline, Historical data for one year is ingested by default. The duration for which the historical data is ingested can be changed as per the user’s requirement.
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Incremental Data: Once the historical load is complete, all new and updated records are synchronized with your Destination on a daily basis.
Archived and Deleted Objects
Hevo tracks the archived and deleted records using the Xero status property. For the archived or deleted records, Hevo sets the is_deleted column to True in the ingested data and the Destination.
Note: Hevo does not set values for ARCHIVED or DELETED records in the hevo-generated tables for line item objects such as Credit Note Line Item, Invoice Line Item, and Purchase Order Line Item. This is done because fetching data from Xero and populating it for the parent objects and the corresponding line item objects leads to increased costs. Hence, Hevo sets values for ARCHIVED and DELETED records only for the parent objects such as Credit Note, Invoice, and Purchase Order.
Hevo identifies the ARCHIVED and DELETED records from the Xero status property and replicates that information for the following objects:
| Object Name | Event Type Tracked |
|---|---|
| Account | ARCHIVED |
| Credit Note | DELETED |
| Invoice | DELETED |
| Payments | DELETED |
| Purchase Order | DELETED |
Schema and Primary Keys
Hevo uses the following schema to upload the records in the Destination:
Data Model
The following tables (objects) are created in the Destination when you run the Pipeline:
Note: Hevo generates line item objects for some of the Xero objects that contain a list of items having their own attributes for easier querying and replication.
| Object | Description |
|---|---|
| Account | Contains the complete chart of accounts. |
| Assets | Contains the list of assets configured on your Xero account. |
| Asset Types | Contains the details relating to the types of assets configured in your Xero account. |
| Balance Sheet Report (Finance) | Contains the details relating to the financial position of a Xero organization. |
| Bank Summary Report | Contains the balances and cash movements for each bank account. |
| Bank Transaction | Contains the detailed information about the money transactions, overpayments, and prepayments. |
| Bank Transaction Line Item | Contains the details of a bank transaction. This is a Hevo-generated object. |
| Bank Transfer | Contains the list of bank transfers initiated in an account. |
| Benefits | Contains the details of the employer pension contributions for a Xero organization. |
| Branding Theme | Contains the data relating to the branding guidelines for document formats. It contains links to the logos and names that can be used. This is a standalone object. |
| Budget Summary Report | Contains the summary of the monthly budget. |
| Contact | Contains the detailed information about the contact(s) of the organization associated with the Xero account. |
| Contact Group | Contains the details of a contact group along with its activity status. |
| Contact Group Mapping | Contains the data relating to the mapping between Contact Groups and Contacts. |
| Credit Note | Contains the data related to any credit notes issued to the customers. A credit note in Xero is a commercial document that is issued to a customer when a refund against an already-issued invoice is not possible or when an original invoice amount needs to be rectified. For example, the amount may need to be refunded if a customer received damaged goods. The credit note can be adjusted against a future invoice. |
| Credit Note Contains | Contains the individual adjustments or refunds that you are adding to a credit note associated with an invoice. This is a Hevo-generated object. |
| Credit Note Allocation | Contains the details about allocation of credit notes against outstanding invoices. Only a valid and authorized credit note can be allocated to an invoice. |
| Currency | Contains the list active currencies for a Xero organization. This is a standalone object. |
| Employee | Contains the employees listed on Xero payroll. |
| Executive Summary Report | Contains the summary, including monthly totals and common business ratios. |
| Expense Claim | Contains the details relating to the one or many expense claims. |
| Files | Contains data about files stored and synced on Xero’s cloud. |
| Folders | Contains data about folders stored and synced on Xero’s cloud. |
| Inbox (Folders) | Contains the folder object that acts as the inbox for emailing and managing downloaded files. |
| Invoice | Contains the data relating to sales invoices and purchase bills. |
| Invoice Contains | Contains line item details for each invoice. This is a Hevo-generated object. |
| Journal | Contains the general journal ledger of all transactions for all accounts. |
| Journal Line | Contains line item details for each journal entry. This is a Hevo-generated object. |
| Leave Application | Contains the data about the payroll leave applications in a Xero organization. |
| Manual Journal | Contains the details relating to the manual journals. |
| Organisation | Contains the list of organizations, along with their details. |
| Overpayment | Contains data about overpayments, along with the associated line item level data. |
| Overpayment Line Item | Contains line item details for each overpayment. This is a Hevo-generated object |
| Payments | Contains the data about the payments made for invoices and credit notes. |
| Payment Services | Contains information relating to the related payments done using the online invoicing functionality in a Xero organization. |
| Payroll Calendar | Contains the list of payroll calendars in a Xero organization. |
| Payroll Settings | Contains the payroll settings for a Xero organization. |
| Prepayment | Contains data about prepayments along with the associated line item level data. |
| Prepayment Line Item | Contains line item details for each prepayment. This is a Hevo-generated object. |
| Profit and Loss Report (Finance) | Contains the standard financial report providing detailed year to date income and expense for an organization. |
| Projects | Contains your active projects available in your Xero Account. |
| Project Users | Represent the list of users associated with each project in your Xero account. |
| Purchase Orders | Contains the list of purchase orders. |
| Purchase Order Line Item | Contains the line item details for each purchase order. This is a Hevo-generated object. |
| Receipt | Contains the list of draft receipts. |
| Receipt Line Item | Contains line item details for each receipt. This is a Hevo-generated object. |
| Settings | Retrieves the organizational settings for all the assets. |
| Superannuation | Contains the details of a superannuation in a Xero organization. |
| Super Fund | Contains the data related to the superannuation funds in a Xero organization. |
| Super Fund Product | Contains the data related to the payroll regulated superannuation fund products available in a Xero organization. |
| Taxes | Contains the tax-related details for an employee in a Xero organization. |
| Tracking Category | Contains the tracking categories and options for a Xero organization. |
| Tracking Category Option | Contains the list of tracking category option settings for a user. |
| Trial Balance Report | Contains the detailed year-to-date list of the accounts along with their revenue and expense items. |
| User | Contains the list of verified users who are using Xero. |
| Deductions (Payroll) | Contains the list of all the deductions made towards any employee. |
| Earning Orders (Payroll) | Contains the list of all the orders made by an employee. |
| Earning Rates (Payroll) | Contains the list of all the earning rates. |
| Employees (Payroll) | Contains the employee(s) in the organization’s payroll. |
| Leave Types (Payroll) | Contains the list of the leave types available for an employee. |
| Pay Items (Payroll) | Contains the list of all the payroll items. |
| Payrun (Payroll) | Contains the list of all employees’ pay runs. |
| Payrun Calendar (Payroll) | Contains the list of the pay run calendar. |
| Payslips (Payroll) | Contains the list of all the payslips. |
| Reimbursements (Payroll) | Contains the list of all the reimbursements claimed by each employee. |
| Settings (Payroll) | Contains the list of payroll settings. |
| Statutory Deduction (Payroll)) | Contains the summary of an employee’s statutory deductions. |
| Statutory Leaves (Payroll) | Contains the summary of an employee’s statutory leaves. |
| Timesheets (Payroll) | Contains the list of all employee timesheets. |
Note: The Balance Sheet and Profit and Loss reports from Xero contain data as a nested array of JSON strings. To structure this data in a tabular form for better readability, contact the Hevo Support team.
Additional Information
Read the detailed Hevo documentation for the following related topics:
Source Considerations
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Xero only processes a defined number of API requests per organization or account. Due to this limit, Xero does not support processing high volume of transactions. Read API Limits.
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Payroll objects are available only for the organizations belonging to New Zealand, United Kingdom, and Australia that have completed the Payroll Setup process.
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Xero does not support authenticating multiple organizations at the same time.
Limitations
None.
Revision History
Refer to the following table for the list of key updates made to this page:
| Date | Release | Description of Change |
|---|---|---|
| Feb-20-2023 | NA | Updated section, Configuring Xero as a Source to update the information about historical sync duration. |
| Jun-09-2022 | NA | - Updated the page overview and the Source Considerations section with information regarding Xero’s limitation. - Added section, Archived and Deleted Objects. |
| Apr-11-2022 | 1.86 | Updated the Data Model section with the latest list of objects, their respective descriptions and a note about restructuring report data. |
| Oct-25-2021 | NA | Added the Pipeline frequency information in the Data Replication section. |
| Jun-14-2021 | 1.65 | New document. |