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Who uses this: An Admin enables and configures the default sales account setting. Availability: Requires a connected Xero account; the FieldPulse Xero integration is available for customers in Australia and New Zealand only.
A customer- or job-level default sales account lets you assign a specific Xero sales account to an individual customer or job, so revenue from different customer types or service types lands in the right account in Xero automatically. Turn it on once, set the account on the customer or job, and every new estimate and invoice for that customer or job uses it — without picking the account by hand each time. <Note> Always consult your accountant before changing sales account structures or your Xero sales accounts. Incorrect settings can affect your financial reporting. </Note>

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Overview

The default sales account follows a hierarchy, from most general to most specific. The most specific setting always wins: This gives you control over how revenue is split while keeping your accounting structure organized — useful when you work across customer types (residential vs. commercial) or service types (maintenance vs. construction) and want each stream to report separately in Xero.

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Video walkthrough

A Loom walkthrough is embedded in the source and central to this feature. Confirm the video is migrated and embedded here: https://www.loom.com/share/3e2d3171882143dcbb9e542c304c3237.

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Before you begin

  • Confirm your Xero integration is connected. See How to Sync With Xero.
  • Talk to your accountant about which sales accounts each customer or service type should map to before you change anything.
  • Set up the sales accounts you plan to use in Xero first.

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Step-by-step setup

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Enable the setting

  1. Go to Company Settings.
  2. Select Features & Plug-Ins > Xero > Settings. Xero plugin tile showing Disconnect from Xero above the Settings button
  3. Toggle Enable Customer & Job-Level Default Sales Account to ON.
Xero Settings page with Customer-Level and Job-Level Default Sales Account toggles set to Yes

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Set a default sales account on a customer

On each customer record, find the Default Sales Account for Estimates and Invoices field and select an account. Every estimate and invoice for that customer uses this account unless a job-level override is set. Customer record edit form showing the Default Sales Account for Estimates and Invoices field

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Set a default sales account on a job

When creating a Job or Job Template, select the Default Sales Account for Estimates and Invoices. Every estimate and invoice created from that job uses the selected account. <Note> Job-level sales accounts override both customer and company-level defaults. </Note> Create Job form with the Default Sales Account for Estimates and Invoices field highlighted

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Reporting

Once enabled, a Default Sales Account for Estimates & Invoices column appears in your Customer and Job reports, so you can track and filter customers and jobs by their associated sales account.

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Settings reference

<Note> This feature applies only to new estimates and invoices created after the customer- or job-level defaults are enabled. FieldPulse does not retroactively update the sales account on existing estimates or invoices, regardless of status. The defaults apply going forward from the time you turn the feature on. </Note> Your setup is working when you enable the toggle, set a sales account on a customer or job, and the next estimate or invoice you create for it posts to that account in Xero — and the new column shows the account in your Customer and Job reports.