Use the Xero integration to connect Diversity Sync’d with an authorised Xero organisation.
The integration may support:
Payroll Timesheets
Staff and employee mapping
Pay rates and earnings rates
Allowances
Leave requests
Draft invoices
Claim payments
Contacts
Payment reconciliation
Version 8.0.0 expands the integration by allowing payments to be recorded against Xero-connected claims and improves payment validation, retry protection and synchronisation monitoring.
Before you begin
You need permission to:
Access Admin
Manage organisation integrations
Authorise third-party connections
Access the required Xero organisation
Review payroll or invoicing configuration
You may also need permission in Xero to access:
Organisation settings
Payroll
Employees
Timesheets
Contacts
Business transactions
Invoices
Bank accounts
Before connecting, confirm that you are signed in to the correct Xero account.
Important: Only connect, disconnect or change a Xero organisation when you are authorised to manage payroll or invoicing integrations.
1. Open Admin
Select Admin from the main navigation.
Review the available Admin tabs.
Select Integrations.
The Admin area may include:
Users
Roles
Logs
Integrations
API Keys
Billing
Configuration
Notifications
2. Open the Xero integration
On the Integrations page, find Xero.
Select the Xero integration card.
Review the integration details.
The Xero page may show:
Integration name
Description
Connection status
Number of linked organisations
Connect
Configuration information
Additional actions menu
3. Review what the integration supports
Before connecting, review which workflows your organisation intends to use.
Timesheets
Approved staff hours can be reviewed and synchronised with Xero Payroll.
Staff and payroll records
Diversity Sync’d staff members can be linked to employees in Xero.
Pay rates
Shift pay rates can be connected to Xero earnings rates or pay items.
Allowances
Diversity Sync’d allowances can be mapped to Xero allowance pay items.
Leave
Authorised leave requests may be recorded against the linked Xero employee.
Invoices
Eligible claims can create draft invoices in Xero.
Payments
Version 8.0.0 allows authorised users to record payments against Xero-connected claims from Diversity Sync’d.
Contacts and reconciliation
Xero customers, invoice balances and payment information may be used by supported invoicing and reconciliation workflows.
Note: Connecting Xero does not automatically complete staff mapping, pay-calendar configuration, pay-rate mapping or allowance mapping. Complete each required Finance setup area separately.
4. Start the Xero connection
Select Connect on the Xero integration page.
Review the connection confirmation.
Select Confirm to continue.
Select Cancel if you do not want to proceed.
Diversity Sync’d redirects you to Xero to complete authorisation.
5. Log in to Xero
Enter your Xero email address.
Enter your Xero password.
Select Log in.
Complete any Xero authentication checks that appear.
Use a Xero account that has access to the organisation you need to connect.
6. Authorise Xero access
The Xero authorisation page displays the access requested by Diversity Sync’d.
The request may include access to:
Timesheets
Business transactions
Contacts
Organisation settings
Employees
Payroll settings
To continue:
Review the requested access.
Confirm that the correct Xero account is signed in.
Select the required Xero organisation.
Select Allow access.
Select Cancel if the organisation or permissions are incorrect.
Important: Confirm the selected Xero organisation before allowing access. Connecting the wrong organisation may cause payroll, claims, invoices or payments to be associated with the wrong accounting records.
7. Confirm that Xero is connected
After Xero authorisation is complete, you return to Diversity Sync’d.
The Xero integration should display:
Connected
Number of linked organisations
Integration summary
Available connection actions
To confirm the connection:
Return to Admin.
Select Integrations.
Open Xero.
Confirm that the status is Connected.
Confirm that the expected organisation is linked.
The Information section may include:
Category: Accounting
Developer: New Horizon Code
Xero website information
Status: Connected
8. Manage connected Xero organisations
When Xero is connected, open the three-dot menu.
Available actions may include:
Add Organisation
View Connected Orgs
Revoke Authentication
Add another organisation
Open the three-dot menu.
Select Add Organisation.
Complete the Xero authorisation process.
Select the additional organisation.
Allow access.
Confirm that the linked organisation count updates.
View connected organisations
Open the three-dot menu.
Select View Connected Orgs.
Review the organisations linked to Diversity Sync’d.
Confirm that each organisation is expected.
Note: Connecting multiple Xero organisations does not automatically select which one should be used for payroll or invoicing. Review the selected Xero organisation in the relevant Finance and Invoicing settings.
9. Select the correct Xero organisation for payroll
After connecting Xero:
Select Finance from the main navigation.
Open the Xero tab.
Review the selected Organisation.
Select the correct Xero organisation where required.
Confirm that the selected organisation is the one used for payroll.
The selected payroll organisation may be used for:
Staff Mapping
Pay calendars
Pay-rate assignments
Allowances
Leave
Timesheet synchronisation
Important: Confirm the payroll organisation before mapping staff or synchronising Timesheets. Payroll records sent to the wrong Xero organisation may require correction directly in Xero.
10. Configure Xero invoicing settings
After connecting Xero, configure the account used for claims and invoices.
Select Admin.
Select Configuration.
Under Invoicing, select General Settings.
Find the Xero Integration card.
Select the correct Xero Account.
Review Automatic syncing.
Configure the Chart Of Accounts.
Configure the Payment Account.
Review any client or house tracking categories.
Select Save.
The Xero Integration card may include:
Xero Account
Automatic syncing
Chart Of Accounts
Payment Account
Client Tracking Category
House Tracking Category
11. Configure the Payment Account
Version 8.0.0 adds Payment Account to the Xero Integration configuration.
The Payment Account controls the default Xero account used when an authorised user records a claim payment through Record in Xero.
To configure it:
Confirm that the correct Xero Account is selected.
Open Payment Account.
Select the required account.
Review the selected account.
Select Save.
Only Xero accounts that can receive payments appear in the selector.
Note: Configuring a Payment Account does not record a payment. It provides the default account when an individual payment is later recorded.
12. Understand Payment Account and Paid into
The default Payment Account and payment-level Paid into fields are different.
Payment Account
Configured in Invoicing General Settings.
It defines the default Xero account used when recording payments from Diversity Sync’d.
Paid into
Appears when recording an eligible individual payment.
It allows an authorised user to select a different eligible Xero account for that payment.
Changing Paid into for one payment does not change the default Payment Account.
13. Configure Automatic syncing
The Automatic syncing setting controls whether supported Xero changes automatically update linked claims in Diversity Sync’d.
When automatic syncing is enabled:
Supported Xero invoice changes may update linked claims
Payments recorded in Xero may update linked claims
Some claim status actions may no longer be available manually
Payment and invoice information may be refreshed automatically
When automatic syncing is disabled:
Supported manual claim actions may become available
Invoices may still be sent to Xero
Sync from Xero may still be available
Important: Review existing Xero-linked claims before turning automatic syncing back on. Changes made in Xero while syncing was disabled may be applied when synchronisation resumes.
14. Understand Record in Xero
For an eligible Xero-connected claim, the Mark as paid window may display Record in Xero.
This option:
Records the payment against the Xero invoice
Uses the configured Payment Account by default
Allows another eligible account to be selected under Paid into
Updates the linked Diversity Sync’d claim
Automatically synchronises the payment information
When the Xero invoice is still a draft, Diversity Sync’d may ask for confirmation to approve the invoice and record the payment in one process.
Important: Review the invoice, payment amount and Xero account before confirming. Approving a draft invoice changes its status in Xero.
15. Understand Xero payment protection
Version 8.0.0 improves payment safety when recording Xero payments.
Before a payment is recorded, Diversity Sync’d checks:
Current Xero invoice balance
Invoice status
Existing payment information
Whether the invoice is still available
Payments are prevented when the related Xero invoice is:
Voided
Deleted
Already fully paid
Payment retry protection also prevents the same payment from being created twice when:
A user double-clicks the payment action
A request is retried after a timeout
The original payment was successfully created but the first response was delayed
Important: Do not repeatedly submit a payment after a timeout. Refresh the claim and review the payment in Diversity Sync’d and Xero before trying again.
16. Review Xero synchronisation errors
A Xero-connected claim may display the synchronisation error reason directly on the claim.
The message may explain:
Why synchronisation failed
Whether the Xero invoice is missing
Whether the balance or payment information conflicts
Whether the invoice requires action in Xero
Whether the claim has been flagged for review
Sync health monitoring may also raise an alert when a claim becomes stuck in a Xero synchronisation error state.
To review an error:
Open the affected claim.
Read the complete synchronisation message.
Open the related invoice in Xero.
Review the invoice status.
Review the invoice balance.
Review existing Xero payments.
Correct the Xero information where required.
Return to Diversity Sync’d.
Refresh or use the available synchronisation action.
Confirm that the error clears.
Important: Correct the cause shown in the synchronisation message before retrying. Repeating the same action without correcting the Xero record may not resolve the error.
17. Review conflicting payment information
A claim may be flagged for review when Diversity Sync’d and Xero contain conflicting payment information.
The system does not automatically revert a paid claim to unpaid when Xero unexpectedly reports that no payments exist.
Review:
Claim payment history
Xero invoice status
Xero invoice balance
Existing Xero payments
Diversity Sync’d claim status
Resolve the difference in Xero, then refresh or synchronise the claim again.
18. Review payroll setup after connecting
Connecting Xero is only the first step.
Complete the required Finance setup before synchronising payroll information.
Review:
Pay Calendars
Shift Pay Rates
Sites
Allowances
Leave
Staff Mapping
Xero
Timesheets
Confirm that:
Staff are linked to the correct Xero employees
Pay calendars match the staff members’ Xero pay frequencies
Shift pay rates are connected to valid earnings rates
Allowances are mapped to Xero pay items
Leave types are available and correctly mapped
The correct Xero organisation is selected
Note: A successful Xero connection does not confirm that payroll mapping is complete. Review each Finance setup area before synchronising Timesheets or leave.
19. Revoke Xero authentication
Revoking authentication disconnects every linked Xero organisation from Diversity Sync’d.
To revoke access:
Select Admin.
Select Integrations.
Open Xero.
Open the three-dot menu.
Select Revoke Authentication.
Review the confirmation.
Select Revoke.
After the connection is removed, a success message confirms that authentication has been revoked.
Important: Revoking authentication disconnects all linked Xero organisations. Do not revoke access while payroll, invoices, payments or synchronisation actions are being processed.
Important: Do not disconnect Xero or change payroll setup for a period that has already been processed or finalised in Xero. Follow your organisation’s payroll or accounting correction process.
Important notes
You need the correct Admin permissions to manage integrations.
The connected Xero user needs permission to authorise third-party applications.
Confirm the correct Xero organisation before allowing access.
Connecting Xero does not complete payroll or invoicing configuration.
Multiple Xero organisations may be connected.
Review which organisation is selected for payroll and invoicing.
Version 8.0.0 adds direct payment recording against eligible Xero-connected claims.
Payment Account defines the default account for Xero claim payments.
Paid into may override the account for an individual payment.
Only accounts that can receive payments appear in the payment-account selectors.
Automatic syncing may update linked claims from Xero invoice and payment changes.
Payment validation checks the current Xero invoice balance and status.
Payment retry protection prevents duplicate Xero payments.
Claims may display synchronisation error reasons directly.
Sync-health alerts may appear when claims remain stuck in an error state.
Reconnect Xero if authentication expires or access is revoked.
Revoking authentication disconnects all linked Xero organisations.
Troubleshooting
I cannot see Integrations
Confirm that your account has Admin access.
Confirm that your role can manage integrations.
Refresh the page.
Contact an administrator if access is required.
Connect does not work
Refresh the page.
Check your internet connection.
Allow browser redirects and pop-ups.
Sign out and sign back in.
Try the connection again.
Xero does not connect after authorisation
Confirm that you selected Allow access in Xero.
Confirm that you selected the correct Xero organisation.
Confirm that your Xero account can authorise connected applications.
Return to Admin > Integrations > Xero.
Review the connection status.
The wrong Xero organisation was connected
Open Admin > Integrations > Xero.
Review View Connected Orgs.
Add the correct organisation where required.
Select the correct organisation in Finance or Invoicing settings.
Revoke authentication only when all connected organisations should be disconnected.
The organisation selector is empty
Confirm that Xero authentication is active.
Confirm that the connected Xero user can access the organisation.
Refresh the page.
Reconnect or re-authorise Xero.
Check the selector again.
Payroll data is going to the wrong organisation
Open Finance.
Select Xero.
Review the selected Organisation.
Confirm the correct payroll organisation.
Review staff mapping and pay-calendar configuration.
Do not synchronise additional Timesheets until the organisation is corrected.
Payment Account has no available options
Confirm that the correct Xero Account is selected.
Confirm that eligible accounts exist in Xero.
Confirm that the accounts can receive payments.
Refresh the integration.
Reopen Payment Account.
Record in Xero is unavailable
Confirm that the claim is linked to a Xero invoice.
Confirm that Xero is connected.
Configure an eligible Payment Account.
Confirm that the invoice still has an outstanding balance.
Review any synchronisation error shown on the claim.
A Xero payment timed out
Do not immediately submit another payment.
Refresh the claim.
Review its payment history.
Open the invoice in Xero.
Confirm whether the original payment was recorded.
Retry only after confirming the payment was not created.
A payment is blocked
Review whether the invoice is:
Voided
Deleted
Already fully paid
Missing
Showing a different balance
Correct the issue in Xero, then refresh the claim.
A claim shows a synchronisation error
Read the complete error message.
Open the related Xero invoice.
Review the invoice status and balance.
Review existing payments.
Correct the issue in Xero.
Return to Diversity Sync’d.
Refresh or retry synchronisation.
A claim is flagged for review
Compare the claim payment history with Xero.
Confirm the current invoice balance.
Review every Xero payment.
Resolve conflicting information in Xero.
Refresh the claim.
Automatic syncing is not updating claims
Confirm that Automatic syncing is enabled.
Confirm that the claim is linked to Xero.
Review the claim for a synchronisation error.
Use Sync from Xero where available.
Refresh the claim after synchronisation.
The connection was removed accidentally
Open Admin > Integrations > Xero.
Select Connect.
Complete Xero authorisation again.
Confirm the connected organisation.
Review payroll and invoicing settings before resuming synchronisation.