Guide
    Integrations

    Connect your accounting software to AtomicSam

    Connect Xero or QuickBooks Online to sync invoices, bills, payments, and clients. This saves you time and reduces manual data entry errors.

    6 min read
    Updated August 28, 2026

    This guide explains how to connect your accounting software, like Xero or QuickBooks Online. Connecting your systems keeps your financial data accurate and saves you hours of manual data entry.

    Integrating your accounting software is the best way to automate your financial workflow. It creates a bridge between the operational work you track in AtomicSam and the financial reporting you manage in your accounting system.

    Before you start

    • You need an active subscription with Xero or QuickBooks Online.
    • You must have administrator permissions in both your AtomicSam organization and your accounting software to authorize the connection.
    • You should know which general ledger accounts and tax codes you use for sales, expenses, and payments.

    Connect your accounting software

    You can connect to one accounting provider at a time. The process is similar for both Xero and QuickBooks Online.

    1. Navigate to Settings → Integrations.
    2. Under the Accounting Integrations section, find your provider and click Connect.
    3. You will be redirected to your accounting provider's website to sign in.
    4. Enter your credentials for Xero or QuickBooks Online.
    5. Follow the prompts to authorize AtomicSam to access your company's data.
    6. If you have access to multiple companies, select the correct one to connect to AtomicSam.
    7. After you grant access, you will be redirected back to the Integrations page in AtomicSam.

    Configure your sync settings

    Once connected, you can decide how data flows from AtomicSam into your accounting software. You can access these settings by navigating to Settings → Integrations and clicking Manage on your active connection.

    • Invoice Export Status: Choose whether invoices you export from AtomicSam arrive in your accounting software as Draft or as Approved (QuickBooks Online) / Awaiting Payment (Xero). Sending as a draft is useful if your bookkeeper needs to review them first.
    • Bill Export Status: Choose how bills for supplier costs arrive. You can send them as Draft for review or as Approved.
    • Line Item Grouping: Decide how to display time entries and costs on your invoices. You can show each item individually for maximum detail, or you can consolidate them into a single line item for a cleaner look.
    • Invoice Numbering: Choose to use the invoice number generated by AtomicSam or let your accounting software assign a new one. Using AtomicSam numbering helps you match invoices across both systems easily.
    • Client and Supplier Syncing: When you export an invoice or bill, AtomicSam checks if the client or supplier exists in your accounting system. If not, it automatically creates a new contact for you.

    Map your accounts and tax rates

    Mapping ensures that your revenue and costs are recorded correctly in your general ledger. An incorrect or incomplete mapping is the most common cause of sync errors.

    1. Go to Settings → Integrations and click Manage on your connection.
    2. Open the Default Accounts tab.
    3. For each line item, cost, or payment type, select the corresponding default account from a dropdown list of your accounts from Xero or QuickBooks.
    4. Navigate to the Tax Rates tab.
    5. For each tax rate you use in AtomicSam, match it to the equivalent tax rate in your accounting software.

    💡 Tip: If you add a new account or tax rate in your accounting software, click the Refresh Data button in the integration settings to make it available for mapping in AtomicSam.

    Monitor your connection health

    The integration settings page includes a dashboard to monitor the health of your connection.

    • Connection Status: Shows whether AtomicSam is actively connected to your provider. A red or error status means you may need to reconnect.
    • Last Sync Time: Tells you when the most recent automatic data sync occurred.
    • Sync Activity Log: Provides a history of recent syncs. Check this log to find details about specific errors if an invoice or bill fails to export.
    • Mapping Validation: Alerts you to any unmapped tax codes or general ledger accounts that are preventing data from syncing.

    Good to know

    • You can only connect one accounting provider to your AtomicSam organization at a time. To switch providers, you must first disconnect the current one.
    • AtomicSam automatically refreshes its connection tokens to your accounting provider. You should not need to reconnect unless you see a specific error message.
    • Syncing is not always instant. Data is typically synced in batches every few minutes.
    • If you encounter persistent issues, disconnecting and reconnecting the integration can often resolve them. Previously synced data will not be duplicated.
    • Payments recorded in your accounting software (for invoices that originated from AtomicSam) will sync back and mark the AtomicSam invoice as paid.

    What's next

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