Xero Sync Examples and Details

A reference for how customers, line items, estimates, and invoices transfer between FieldPulse and Xero — the direction each moves and how key fields map.

Who uses this: Anyone reviewing how records transfer between the two systems. Availability: Requires a connected Xero account; the FieldPulse Xero integration is available for customers in Australia and New Zealand only.

This page is a reference for how your records transfer between FieldPulse and Xero — which direction each record type moves and how its key fields map from one system to the other. Use it to preview what to expect before or after you run the sync.

Overview

The Xero sync moves five record types between the two systems. Four of them — customers, line items, invoices, and payments — sync both ways once connected. Estimates (quotes) sync one way only, from FieldPulse to Xero. The tables below show each record type’s direction and how its fields translate.

Sync direction by record type

Record type	Direction	Notes
Customers	Two-way (FieldPulse ↔ Xero)	Xero contacts, suppliers, and customers all arrive in FieldPulse as customers.
Line items	Two-way (FieldPulse ↔ Xero)	Each needs a unique SKU and a GST account.
Invoices	Two-way (FieldPulse ↔ Xero)	Syncs only once the invoice reaches Invoiced status.
Payments	Two-way (FieldPulse ↔ Xero)	—
Estimates (quotes)	One-way (FieldPulse → Xero)	Sent from FieldPulse; edits in Xero do not return.

How customer fields map

Field	How it transfers
Name	A customer needs a first name, last name, or company name. No first and last name in Xero → syncs to FieldPulse as a commercial (company) customer.
Contact Name / Display Name	Required in both systems after syncing.
Email address	Preferred and should be unique; not required. Missing emails in Xero cause sync issues.
Phone number	Preferred; not required.
Contacts	Unlimited in FieldPulse, but only the first 5 sync to Xero.
Contact Groups	A Xero Contact Group arrives as a parent customer, shown as “Group: Primary Person.”

In FieldPulse:

In Xero:

How line-item fields map

Field	How it transfers
Name	Must be unique, no special characters, not alphanumeric, and not matching a Xero Products & Services category name.
SKU	Required and unique; letters or numbers only, no symbols.
Price	Must be positive and at least $1. Negatives and $0 won’t sync.
Tax / GST	Each Xero line item carries its own tax rate; FieldPulse uses one rate for all. GST must be checked on every item, and the account must read GST on income, BAS excluded, or GST free.
Description	Unique, meets a character minimum, normal text and punctuation only.

In FieldPulse:

In Xero:

How estimate fields map

Field	How it transfers
Direction	One-way only: FieldPulse → Xero. Edits made to an estimate in Xero do not sync back.
Status: Archived (FieldPulse)	Becomes VOID in Xero.
Status: any other (FieldPulse)	Becomes SENT in Xero.
Status: DRAFT (Xero)	Becomes Draft in FieldPulse (Xero → FieldPulse direction only applies to status).

In FieldPulse:

In Xero:

How invoice fields map

Field	How it transfers
Status	Only syncs once the invoice reaches Invoiced status in FieldPulse (after Finalize).
Date	Required. Xero rejects invoices without a date.
Price / total	Must be at least $1; $0 invoices won’t sync.
Status mapping	See the full Invoice status mapping table in Setting Up Xero Before Syncing.

In FieldPulse:

In Xero:

How payment fields map

Field	How it transfers
Amount	Payment amount syncs to match the linked invoice’s payment in both systems.
Payment date	Syncs from the originating system.
Payment account	Uses the default payment account selected during setup (see How to Sync With Xero) unless otherwise specified.

In FieldPulse:

In Xero:

Notes & limitations

• Tax rate is pulled from Xero. Set your tax rate in Xero first; FieldPulse reads it from there.

• Estimates are one-way. Changes made to a quote in Xero do not sync back to FieldPulse.

• Sync order is fixed: customers, then line items, then invoices. A record won’t appear until the records it depends on have synced.

• Contacts cap at 5 in Xero even though FieldPulse holds unlimited contacts per customer.

Related articles

• Xero Overview

• Setting Up Xero Before Syncing

• How to Sync With Xero

• How to Manage Xero After Syncing

• Setting Up Customer and Job-Level Sales Accounts in Xero