Two-way Xero integration

CareHQ now supports a two-way integration with Xero, removing the need to manually export and upload invoice CSV files. Invoice balances and send statuses in CareHQ are also automatically updated whenever they change in Xero.

Automatically syncing invoices and credit notes with Xero

The new integration replaces the existing process of exporting invoices and credit notes from CareHQ in CSV format and then manually uploading the CSV files to Xero. Instead, approved invoices and credit notes are automatically synced with Xero via its API. From this point, we'll use the term "invoices" to cover both invoices and credit notes.

Where an invoice contact doesn't yet exist in Xero, CareHQ will create the new contact in Xero before syncing the associated invoices.

For clients moving from a manual to an automatic sync, the invoicing process will remain largely the same, minus the manual downloading and uploading of CSV files.

However, it's common for existing clients to raise invoices as approved by default and use the manual export process as an opportunity to review them. Once invoices are syncing automatically, we recommend raising invoices as draft initially. They can then be reviewed before being marked as approved, at which point they will automatically sync with Xero.

Once an invoice has been synced to Xero from CareHQ, it will be locked in CareHQ so that the two systems remain in sync. A link to view the invoice in Xero is also displayed when viewing a synced invoice in CareHQ.

Keeping track of invoice balances within CareHQ

Payments, refunds, credit allocations and write-offs against invoices in Xero are now synced back to CareHQ, allowing you to view accurate invoice and credit note balances and payment histories within CareHQ. Links are also provided so that allocations shown in CareHQ can be viewed directly in Xero.

If you're using Xero to send invoices to customers, the integration will also update the send status of an invoice in CareHQ whenever it changes in Xero.

While recommended, syncing invoice balances and send statuses is optional and can be disabled if desired.

Support for multiple Xero companies

Care groups often consist of multiple companies, each with its own company in Xero. To support this scenario, CareHQ allows you to create multiple Xero integrations, one for each Xero company, and allocate the relevant locations to each integration.

This ensures that invoices raised in CareHQ are always synced to the relevant Xero account.

Moving to the new Xero integration

If you're already using CareHQ and Xero, setting up an integration between the two is straightforward. However, there are a number of steps required to set up a custom connection in Xero before the CareHQ integration can be installed.

If you're interested in switching to the new integration, please contact the support team at support@crmhq.co.uk. They can walk you through the required steps in Xero and set up your CareHQ integration.