Connect Xero to AtomicSam

This guide explains how to connect your Xero account to AtomicSam. Connecting the two systems saves you time by automatically syncing your financial data and eliminating double-entry.

When you connect Xero, you can push invoices from AtomicSam directly into your accounting ledger. When you record a payment in AtomicSam, it syncs to the corresponding invoice in Xero, simplifying your reconciliation process.

Before you start

• You need Full access permissions in AtomicSam to manage integrations.
• You must have an active Xero subscription.
• You need Administrator permissions in your Xero organization to authorize the connection.

Connect and configure Xero

You connect AtomicSam to Xero from the Integrations settings. Once connected, you will map your accounts and tax rates to ensure data flows to the right place.

1. Navigate to Settings → Integrations.
2. Find Xero in the list of available integrations and click Connect.
3. You will be redirected to the Xero login page. Enter your Xero credentials to sign in.
4. Xero will ask you to authorize AtomicSam to access your organization's data. Select the correct Xero organization if you have more than one.
5. Click Allow access. You will be redirected back to AtomicSam.

After a successful connection, you will see the Xero configuration page. Here, you tell AtomicSam how to map data to your Xero chart of accounts.

1. For each tax rate in AtomicSam, select the corresponding tax rate from your Xero account in the dropdown menu.
2. Under Sales Account, choose the default Xero account where you want your invoice line items to be recorded. Most businesses use an account like Sales.
3. Under Payments Account, choose the Xero bank account where payments recorded in AtomicSam should be sent.
4. Click Save Settings to complete the configuration.

Sync data to Xero

After the initial setup, you can send approved invoices from AtomicSam to Xero. This gives you full control over what data is shared.

⚠️ Heads up: The integration only syncs data created after you connect the two systems. It does not sync historical invoices or payments.

Sync an invoice

You can sync any approved invoice that has not yet been synced.

1. Open an approved invoice you want to send to Xero.
2. At the top of the invoice, click the Sync with Xero button.
3. AtomicSam sends the invoice data to Xero. The invoice will appear in Xero as a draft, ready for your review and approval.
4. Once synced, a link to the Xero invoice will appear in AtomicSam for easy reference.

Sync a payment

When you record a payment on a synced invoice in AtomicSam, we automatically send that payment information to Xero. The payment is applied to the matching invoice in Xero, which helps with bank reconciliation.

Good to know

• Once an invoice is synced, you should make any changes in AtomicSam and re-sync it. Editing a synced invoice directly in Xero can break the connection and cause sync errors.
• When you sync an invoice for a client that does not exist in Xero, we automatically create a new client record in Xero for you.
• The integration is designed to sync clients, invoices, invoice line items, and payments. It does not sync AtomicSam data like quotes, jobs, or time entries.
• If you need to disconnect the integration, you can do so from Settings → Integrations. Data that is already in Xero will remain, but it will no longer be linked to AtomicSam.

What's next

• Create and send invoices
• Record a payment against an invoice
• Add and manage your clients