This article provides information about the Equinox Xero integration which enables any invoices generated within Equinox to be easily transferred to a Xero account.

When this functionality is enabled you will have a new option in the Finance tab called ‘Export to Xero’.

Here, you can periodically select any invoices from a list within Equinox and click a button which will send them over to your Xero account as Draft invoices. 

You can also choose to send a copy of the Equinox invoice whilst exporting which will then attach as a document in Xero.

Any invoices that have been sent to Equinox will be updated to show they are ‘Transferred’ to prevent them from being exported to Xero more than once.

Before this functionality is enabled, some configuration is required to ensure the information is transferred to your Xero account correctly.

1. Default Charge Mapping

To ensure the charge information is transferred correctly to Xero your Equinox charge categories (Time, Fixed, Cost) will need to be mapped to your Xero account codes. This is something our support team will assist with during the initial setup and can be amended at a later date if necessary.

The default mapping for the Equinox charge categories is as follows:

Note: Equinox charge categories and sub-categories can only be mapped to one Xero account code.

It is possible for charges to be mapped to a Xero account code based on the Equinox charge sub-category as well. The charge sub-category list can be customised to add extra charge options. Please contact our support team who can add the extra sub-category options for you.

Mapping charges by sub-category is often used where certain types of charges should be mapped to more specific account codes in Xero OR if or if you need to map charge to an account depending on the charge user. 

2. Tax Type Mapping

When charges are exported from Equinox to Xero the charges will be mapped to Xero Tax Types depending on the country of the billing contact in Equinox. This determines the amount of tax calculated in Xero and how the transaction is reported on the Tax return. 

Typical Mapping for a GB System

More information about UK Tax Types is available here: https://central.xero.com/s/article/Default-tax-rates-UK 

Typical Mapping for an Australian System

More information about Australian Tax Types is available here: https://central.xero.com/s/article/Default-tax-rates-AU 

The full list of Xero Tax Codes can be found here: https://developer.xero.com/documentation/api/types#TaxTypes

3. Invoice Due Dates

To ensure the Invoice Due Dates are recorded correctly when exported to Xero, you will need to record your client’s Payment Terms in the Address Book. To set payment terms:

1. Go to the Address Book
2. Search and click on the client Organisation
3. Go to the Finance Settings
4. In the ‘Tax Date +’ field enter the number of days the client has to pay following the invoice issue date

Our Support team are happy to help with bulk updates to set Payment Terms.

4. Additional Preferences

There are some additional preferences that can be enabled when exporting charges to Xero.

Please let our Support team know if you want to use any of these options.