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Who uses this: An Admin reviews and fixes sync issues. Availability: Requires a connected Xero account; the FieldPulse Xero integration is available for customers in Australia and New Zealand only.
After syncing with Xero, if some records didn’t carry over, work through four areas in order: customers, line items, invoices, then general Xero settings. Records sync in that same order — customers first, then line items, then invoices — so a formatting problem early in the chain stops every step after it. Fixing them out of order won’t work; start with customers.

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Overview

The reason order matters: in FieldPulse, customer records sync first, then line items, then invoices. An invoice can’t sync until its line items and its customer have synced. So when an invoice is missing from Xero, the real cause is often a customer or line-item issue upstream. Check each area below in sequence and re-check the sync after each fix.

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Before you begin

  • Confirm the integration is connected. See How to Sync With Xero.
  • Have both your Xero account and your FieldPulse item list open so you can correct records in either system.
  • Work top to bottom — customers, then line items, then invoices, then general settings — and don’t skip ahead.

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1. Customers

Check customer records first, since everything downstream depends on them:
  • Related customers: These sync to Xero as Groups. Related customers in FieldPulse should match the customers in the matching Group in Xero to sync smoothly.
  • Multiple contacts: Only the first 5 contacts on a FieldPulse customer sync to Xero (a Xero limit). You can only add multiple contacts to a FieldPulse customer when your Xero sync is enabled, so confirm the sync is on before adding them.
  • Duplicated customers: Duplicates in FieldPulse cause sync issues — remove or archive them. Duplicate records in Xero also won’t sync. If a customer doesn’t sync from Xero to FieldPulse, do not recreate it manually in FieldPulse — it won’t sync back to Xero because it shares the same name.
  • Missing email addresses: A Xero contact list missing email addresses causes problems. Fix them one by one, or export your customer list and add placeholder emails (for example, test1@gmail.com) in the blank fields.
  • Deleting contacts: Bulk-deleting contacts from a FieldPulse customer record does not sync to Xero. To remove a contact from both systems, delete each contact individually in FieldPulse — Xero does not support bulk contact deletion.

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2. Line items

Line items are the most common source of sync issues. Check each item:
  • SKU: This is the most important check and the most likely culprit. Xero requires a SKU on every line item, containing numbers or letters only (no symbols). Items missing a SKU won’t sync, and any invoice containing them won’t sync either. Check your items on the FieldPulse item list and confirm each has a SKU with no symbols.
  • Tax rates: In Xero, each line item has its own tax rate; FieldPulse uses one tax rate for all line items. If a line item’s tax rate in Xero doesn’t match your FieldPulse tax rate, it won’t sync — and neither will invoices containing it. Adjust the Xero line-item tax rates to match, and make sure GST is checked for every line item.
  • Line item name: Use a unique name with no decimals or symbols. It must not match the name of any of your Products & Services categories in Xero.
  • Price: Must be a positive value. Negative items (for example, -$10) won’t sync — use FieldPulse’s discount feature instead. A $0 item fails the sync; change it to $1 to resolve.
  • Description: There is a character minimum and maximum. The description box is red when there isn’t enough text and green when there is. Use a unique description that meets the minimum, with normal text and punctuation only.
  • Invoice dependency: for invoices to sync, the line item(s) on them must be synced to Xero as well as the customer record. If an invoice is stuck, check that both of its dependencies synced first.
  • Sell vs. purchase: In Xero, under Business > Products & Services, edit each item so Purchase items is unselected and only I sell items is selected.
  • Accounts match: Confirm the Sales account and GST account in Xero match what’s set in FieldPulse.

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3. Invoices

Once customers and line items are clean, check the invoices themselves:
  • Invoice status: Invoices sync to Xero only once they reach Invoiced status — that is, after you select Finalize. Invoices in Invoice draft status won’t sync.
  • Date: Xero requires a date on the invoice. Update the date field so the invoice syncs.
  • $0 invoices: An invoice can’t be $0; it must be at least $1 to sync.

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4. General Xero settings

If records still won’t sync after checking the three areas above, look at your Xero configuration:
  • Third-party integrations: Make sure Xero has no other third-party integrations connected — they cause duplicates or block syncing.
  • Connected apps: Disconnect any previous software synced with Xero under Settings > Connected apps in Xero.
  • Sales and GST account formatting: If your default Sales account or GST account name has two dashes, it “breaks” the sync — for example, 201-302 -Sales won’t sync. Remove the second dash: 201-302 Sales.
Your sync is healthy when customers, then line items, then invoices all appear in Xero with matching names, SKUs, and tax rates — and new invoices carry over on their own once they reach Invoiced status.