TripCreator
← Integrations & add-ons
Xero logo

Xero

Push every invoice, deposit and credit note into Xero.

Overview

Connect TripCreator to your Xero organisation and every document you issue — full invoices, deposits, each instalment, balance invoices, credit notes and supplier bills — becomes its own record in Xero, built from the itinerary’s pricing table. TripCreator owns the commercial document; Xero owns the accounting. Amounts, tax, currency and customer flow one way, TripCreator → Xero, so commercial edits belong in TripCreator. Coming back the other way is more than a flag: payments recorded in Xero are mirrored onto the TripCreator invoice as real payment rows, the totals recalculated, and PAID / VOIDED taken as authoritative. Each invoice remembers its Xero id, so re-syncing updates the same Xero invoice instead of creating a second one.

One-way sync from TripCreator to Xero — TripCreator is the source of truth for amounts, tax, currency and customer
Every document syncs, not just full invoices: deposits, each instalment step, balance invoices and credit notes are each their own Xero record
Credit notes post as Xero credit notes and are allocated against the invoice they correct
Supplier bills sync too, to your purchases account and purchases tax type
Payments recorded in Xero are mirrored back onto the TripCreator invoice as payment rows — not just a status
PAID and VOIDED in Xero are authoritative, so a credit note or prepayment applied in Xero still flips TripCreator to paid
Choose per invoice whether Xero receives one consolidated line or one line per priced component
Per-line Xero tracking categories (up to 2 per line, mapped from your departments)
Multiple configurable sales accounts — select per invoice, or per line
Sync log of every attempt, with failure email notifications
Re-syncing updates the same Xero invoice, so duplicates are not possible

Setup

  1. Understand how sync works

    Sync is one-way for content: TripCreator → Xero. Create and edit invoices in TripCreator, then sync — an edit made inside Xero to a TripCreator invoice is overwritten on the next push. What does come back is payment state: payments recorded in Xero are mirrored onto the TripCreator invoice, and PAID / VOIDED in Xero wins.

  2. Set it up in Xero first, then pull it in

    The order matters more than the list. Configure your currencies, tax rates, chart of accounts, bank accounts and tracking categories IN XERO, then use “Get config” to import them. That way every value TripCreator later sends is one Xero already recognises, so there’s nothing to reject — whereas building it in TripCreator and syncing blind surfaces each mismatch as a refused invoice.

  3. Use the xero badge as your checklist

    Settings that came from Xero, or are mapped to it, carry a small blue “xero” badge: a currency in Settings ▸ General when it’s enabled in Xero, a VAT profile in Settings ▸ VAT when it has a Xero tax type, a bank account in Settings ▸ Payments when it was imported, a department in Settings ▸ Organization when it maps to a tracking-category option. Anything you invoice with that has no badge is where your first sync failure will come from.

  4. Tax: import the rates rather than inventing them

    “Sync tax rates” brings every active Xero rate in as a VAT profile, already mapped and badged. It also pushes unmapped profiles up as new Xero rates — a fallback, not a plan, since that duplicates an equivalent rate under a different name. An unmapped profile falls back to the default tax type, and if that’s empty the line is sent with no tax type at all, so Xero applies the account’s own default rate.

  5. You can keep issuing invoices in Xero too

    There’s no number collision, by design. On create, TripCreator doesn’t claim a Xero invoice number — it lets Xero auto-number and puts the TripCreator number in Reference, so Xero’s own sequence is never disturbed. Invoices created in Xero simply have no TripCreator counterpart and are never imported.

  6. Connect and configure

    Enter your Xero app’s Client ID and Secret, click Connect to grant access to your organisation, then “Get config” to load your tracking categories and revenue accounts. Set the bank account code, the date to sync from, whether drafts sync, and your per-line tracking mapping.

Requirements

  • An active Xero subscription — multi-currency requires at least a Premium plan
  • A Xero app (Client ID + Secret) and a workspace admin to connect it
  • Any currency you invoice in enabled in Xero, or Xero rejects the invoice
  • A chart of accounts with the sales account codes your lines should post to
  • Bank accounts configured in Xero with account codes (needed to push payments)
  • A Xero tax type mapped onto each VAT profile you use — TripCreator can create the rates in Xero for you, or import Xero’s
  • Tracking categories configured in Xero before they appear in setup

Activate Xero from the App Store inside TripCreator.