Connect Xero so your booking invoices and bills, contacts, tax and tracking details go straight into Xero.
Once connected, invoices can go to Xero automatically, Xero contacts are matched or created for you, and payments made in Xero can show here.
What this helps you do
Send eligible Booking, Commission, Roster, Deposit, and Line item invoices to Xero.
Create or reuse Xero contacts for invoice counterparties.
Choose whether invoices are sent as Draft or Authorised.
Attach the invoice PDF when invoices are sent to Xero.
Map invoice types to Xero chart accounts.
Sync Xero tax rates and choose how tax is sent on invoice lines.
Add Xero tracking categories for your Account and each roster member.
Customise the Xero reference.
Review invoices that could not be sent and retry them after fixing details.
Xero Payroll super is configured from the same Xero integration area, but it is a separate workflow from invoice sync. See Use Xero Payroll for superannuation for the super-specific setup.
Before you start
Make sure you can edit Account settings.
Have access to the Xero organisation you want to connect.
Check that your Xero chart of accounts, tax rates, and tracking categories are ready.
If you want to send invoices for roster members into their own Xero organisations, those members also need their own active Xero connection.
If you want to use Xero Payroll for Australian super, connect with a Xero user who has Payroll access.
Connect Xero
Open Settings.
Go to Integrations.
Find Xero.
Select Connect.
Sign in to Xero and approve access.
If more than one Xero organisation is available, choose the one you want to connect.
Return to Settings, Integrations and open the Xero settings.
The General tab shows which Xero organisation is connected. Once it shows Connected, choose your accounts before you turn on invoice sync, so nothing reaches Xero before it's set up.
Choose invoice sync settings
Open General to control the main invoice sync behaviour.
You can:
turn Sync invoices to Xero on or off
choose whether new invoices are sent as Draft or Authorised
choose whether the invoice PDF is attached in Xero
If Sync invoices to Xero is off, the Xero connection can stay connected without sending new invoices, credit notes, or contact sync updates. You can turn sync back on later.
Choose Xero accounts for invoice types
Open Accounts to choose where different invoice types should go in your Xero chart of accounts.
You can choose an account for:
Booking invoices
Commission
Roster
Line item
Deposits
Line item: Used for custom, adjustment and line item invoices.
For booking invoices where your Account is the payer, you can also choose whether they are created as a bill or as a credit note in Xero.
If your Account works with roster members, you can choose a different Xero account for a member's bookings. This is useful when one member's bookings should land in a different Xero account from the default.
Send invoices to roster members' Xero
Open Rosters when you have roster members with their own Xero connection. When a member is on, invoices for bookings made on their behalf, where they're the payer or payee, are also sent to their Xero organisation using their Xero settings.
Roster members without Xero connected do not appear here. Chart accounts for invoices that stay in your Xero organisation are set on Accounts.
Set tax handling
Open Taxes to choose how tax is sent to Xero.
You can use each Xero account's default tax settings, or turn on Force tax code on every line item to send a tax code on every line. Send no-tax invoices as tax exclusive starts on, so no-tax bills and sales invoices use a 0% rate from this Xero organisation. Turn it off if you want those invoices sent as No tax. Under Tax rates mapping, you can also choose which Xero tax rate to use for each tax type on your invoices.
The 0% rate comes from the rates on this Xero connection. On an Australian GST organisation that is usually GST Free Expenses on bills and GST Free Income on sales. On a UK VAT organisation that is usually a zero-rated or exempt rate. The switch is hidden when this organisation has no tax-free or zero-rated rate.
Refresh tax rates after changing them in Xero so the latest options are available.
Add tracking categories
Open Tracking to link your Account to a Xero tracking option for invoices sent to Xero.
When tracking is set up, invoices can include the matching Xero tracking option for your Account or the roster member. If no matching tracking link exists, the invoice can still be sent without tracking.
Tracking links are only for your Account and people currently on your roster. If someone leaves your roster, they disappear from this list and their invoices stop using their tracking option. Your other links aren't affected.
Refresh tracking categories after changing them in Xero.
Create a tracking name
In Tracking, you can search or create a tracking name under a category that already exists in Xero.
If you see Reconnect Xero to add tracking names, this Xero connection can't add tracking names yet. Reconnect Xero under Settings → Integrations → Xero → Connection, then try again.
Customise the Xero reference
Open Reference to choose the reference used for your invoices and bills in Xero.
Xero reference is the default reference used for every invoice and bill you send to Xero. Build it from variables like the event name, invoice date and the parties on the booking. The preview underneath shows how it will look.
Use a different reference for one invoice type
Select Add reference for an invoice type and choose Booking, Commission, Roster, Line item or Deposit. Line item: Used for custom, adjustment and line item invoices. The new reference starts as a copy of your Xero reference, so you only need to change what's different. Any invoice type you don't add keeps using your Xero reference.
For example, your Xero reference might be the invoice date, event name and artist. You could add a Deposit reference that starts with "DEPOSIT" so deposit invoices are easy to spot in Xero.
Each invoice type you add needs a reference. To stop using one, select the bin icon, then Remove. That invoice type goes back to your Xero reference. Removing it only applies after you select Save.
Reset Xero reference sets your Xero reference back to the Muzeek default. Invoice types you've added aren't changed.
Add the reference as a line on bills and invoices
Xero doesn't show a reference on bills. Turn on Add reference as a memo line on bills to add it as the first line of each bill and bill credit note, so you can see it in Xero. Sales invoices already show the reference, but you can turn on Add reference as a memo line on sales invoices to add it as a first line there too. The memo line uses the reference for that invoice type if you've added one, and your Xero reference if not.
Send invoices and contacts
When invoice sync is on, eligible invoices can be sent to Xero after they are created. You can also send or retry invoices from invoice actions and the Xero Recovery section.
Invoices go to the Xero of the Account that created the booking (the side that sent the offer). If someone else sent you the booking, the invoice belongs to their Account and can only go to their Xero. Reconnecting or retrying from your Account won't send it. For bookings you create, invoices can go to your Xero once sync is on and the invoice exists.
When an invoice is sent, the Xero contact is matched or created from the invoice counterparty details. Existing linked Xero contacts are reused for future invoice sends.
Contacts can also be sent to Xero from the contact profile when you want to update contact details directly.
Review items that need attention
Open Recovery to review invoices that have not been sent successfully.
From there, you can:
refresh the pending invoice list
open the related invoice
retry sending an invoice after fixing missing details
review Xero updates that may need attention
If Xero rejects an invoice, the booking activity and Xero recovery areas can show a plain reason so you know what to fix. For the wording of common alerts, see Common Xero errors and how to fix them.
What syncs and what stays local
Xero invoice sync is about the accounting document and its contact — not every payment you add or void here.
Goes to Xero
Sending an eligible invoice creates the bill or invoice in Xero as Draft or Authorised, depending on your setting.
If that Xero document is still a draft, a later refresh, Sync with Xero, or a change to the settlement updates the same draft.
Voiding a linked invoice: if Xero still has it as a draft, it is deleted there. If it is Awaiting payment or Paid, a credit note is created and applied to that bill.
If the bill is already deleted or voided in Xero, voiding here finishes locally and does not error.
Stays local
Adding a payment, recording a refund, or voiding a payment does not create a payment or a refund credit note in Xero.
Removing a payment in Xero does not automatically void the payment here — it is flagged for review.
Deleting a bill in Xero does not void the invoice here.
On Cancel booking, each invoice has a Void invoice checkbox that starts off. Leaving every box off leaves the invoice Open and does not cancel the Xero bill. Ticking Void invoice voids that invoice and cancels the Xero bill. You can also use Void invoice or Void invoice and unapprove on the invoice.
When a bill is marked paid in Xero, that payment can be added here so invoice status stays easier to review. Money in and out still belongs in Xero’s bank feeds.
A payment recorded in Xero follows the same rules as marking an invoice paid here — when Send remittance automatically when an invoice is paid is on, the payee gets remittance automatically. Invoices that were already paid in Xero before this don’t get a catch-up email. See Mark invoices as paid.
If someone pays a voided invoice in Xero, the payment is still recorded, but the invoice stays voided. The payment shows on the invoice and settlement with a warning, your finance team is notified that the Xero payment needs review, and Super isn’t sent against that invoice.
Revert invoice and unapprove
Once a bill is authorised in Xero — Awaiting payment or Paid — Xero cannot send it back to draft. Revert invoice and unapprove (and Revert invoice to draft on the invoice) is greyed out, with a note that the invoice is already in Xero.
To change the deal after that:
Use Void invoice and unapprove. That voids the invoice here and cancels the Xero bill (a credit note if it was awaiting payment or paid).
Adjust the booking, then approve again. A new invoice is created and sent to Xero.
If the Xero bill is still a draft, revert stays available. Revert itself does not change Xero. Later refresh or Sync with Xero can update that draft.
Disconnect or reconnect Xero
Open Connection when you need to refresh your Xero data, reconnect, or disconnect.
Disconnecting stops new invoice sync until Xero is connected again. Existing invoices in Xero are not deleted automatically.
If the connection needs fresh access, use Reconnect to approve Xero again without clearing your invoice settings.
If you disconnect and connect Xero again — to refresh access or switch to a different Xero organisation — invoice settings come back. Contact and tracking links that were still set when you disconnected are matched again when they still exist on that organisation. Anything that no longer matches is cleared, and you'll see how many settings were cleared.
Common questions
Can I stay connected but stop invoice sync? Yes. Turn off Sync invoices to Xero in General.
Does every invoice go to Xero automatically? No. The invoice needs to be eligible, sync must be on, and the invoice must have the details needed for Xero.
Why isn't this invoice in my Xero even though I'm connected? Check who created the booking. If the other side sent you the offer, the invoice is theirs. Enter that bill in Xero by hand if you need it on the books now, or create future bookings on your Account so they can sync.
Will reconnecting Xero send someone else's invoice to my organisation? No. Sync only runs for invoices from bookings your Account created.
Can I retry an invoice that failed? Yes. Use Recovery or the invoice action to retry after fixing the issue.
Can Xero payment activity update invoice status? Xero invoice payment changes can be reflected for review and reconciliation, but local payment and refund actions do not send payment transactions to Xero.
Why is Revert invoice and unapprove greyed out? The invoice is already authorised in Xero. Xero cannot send that bill back to draft. Use Void invoice and unapprove instead.
Does cancelling a booking cancel the bill in Xero? Only if you tick Void invoice on Cancel booking for that invoice. Leaving every box off keeps the invoice Open and the Xero bill as it is. You can also use Void invoice or Void invoice and unapprove later. If you already deleted the bill in Xero, voiding here still finishes.
Does voiding a payment create a credit note in Xero? No. Only voiding the invoice can cancel the Xero bill.
What happens if I void an invoice that is awaiting payment in Xero? A credit note is created and applied to that bill.
What if I already deleted the bill in Xero? Voiding here still finishes. Nothing else is sent to Xero.
Why did a void fail with “Account code or ID must be specified”? See Common Xero errors and how to fix them.
Why did invoice sync fail with “already linked to another contact”? Xero only allows one contact with a given name, and that Xero contact is already connected to a different record here. Retry first; if it keeps failing, check Contacts for a duplicate. See Common Xero errors and how to fix them.
Is Xero Payroll super part of this article? No. Invoice sync and Xero Payroll super are separate. See Use Xero Payroll for superannuation for payroll super setup.