Diversity Sync’d supports multiple connected Xero organisations. The selected organisation and its configured Chart Of Accounts are used throughout the claim-sending process.
1. Open the Claim
Go to Invoicing > Billing.
Open Manage claims, Recent claims, or another available claim list.
Select the claim you want to send.
Review the claim reference, participant, service details and amount.
Confirm that the claim is ready to be sent.
The available claim actions depend on the claim status, your permissions and the organisation configuration.
2. Open Send Claim
Open the additional actions menu.
Select Send claim.
Review the participant, claim reference and total.
Review the available sending methods.
Available methods may include:
Xero
Email
If a method is not ready, a Setup required message may explain what configuration is missing.
If the claim already has a live Xero invoice, Xero may display Already sent and cannot be selected again until the Xero invoice state changes.
3. Select Xero
Select Xero.
Select Continue.
Review the Xero configuration for the claim.
The configuration may include:
Xero Account
Chart Of Accounts
Customer
Service item aliases
When multiple Xero organisations are connected, select the organisation that should receive the claim.
Diversity Sync’d uses the selected Xero organisation throughout the claim-sending process.
4. Select the Correct Xero Organisation
Review the Xero Account before continuing.
Open the Xero Account field.
Review the available connected organisations.
Select the organisation that should receive the invoice.
Confirm that the organisation name is correct.
Where only one organisation is connected, the organisation may appear as read-only information rather than a selectable field.
Important: Always confirm the Xero organisation before sending financial information.
The account, customer and other Xero information displayed during claim sending should relate to the selected organisation. Version 8.1.0 also improves handling so stale account or contact information from another organisation is not displayed.
5. Select the Chart Of Accounts
After choosing the Xero organisation:
Review the Chart Of Accounts field.
Select the required account code.
Confirm that the account belongs to the selected Xero organisation.
Diversity Sync’d uses the selected organisation and its configured Chart Of Accounts consistently throughout claim sending.
If the required account is unavailable, review the Xero configuration before continuing.
6. Confirm the Xero Customer
Review the Customer selected for the participant.
Confirm the correct participant is being billed.
Review the available Xero customers.
Select the matching customer.
Confirm that the customer belongs to the selected Xero organisation.
If no suitable customer is available, review the selected Xero organisation and its customer information before continuing.
Diversity Sync’d provides clearer information when Xero customer data is unavailable rather than leaving an unavailable selection without context.
7. Review Service Item Aliases
A shorter alias may be required for a service item where its name cannot be used directly in Xero.
If an alias field appears:
Review the service item.
Enter or review the shorter alias.
Confirm that the alias clearly identifies the service.
Continue with the claim.
The existing claim workflow uses aliases where a service name exceeds Xero's supported item-name length.
8. Send the Claim to Xero
Before sending the claim:
Confirm the Xero Account.
Confirm the Chart Of Accounts.
Confirm the Customer.
Review any required service item aliases.
Select Send.
Wait for the request to finish.
Do not repeatedly select Send while the claim is processing.
After a successful send, the claim is linked to the Xero invoice and Diversity Sync’d confirms that the invoice has been created.
9. Review a Claim Already Sent to Xero
If the claim already has a live Xero invoice, Xero may display Already sent.
The same live invoice cannot be sent again as a new Xero invoice.
If the Xero invoice has changed:
Open the claim.
Open the additional actions menu.
Select Sync from Xero.
Review the updated invoice status.
Review the claim balance and payment information.
Sync from Xero reads the current Xero invoice information and applies the updated status, balance and payments to the claim.
10. Re-issue a Claim After a Xero Invoice Is Voided or Deleted
If the previous Xero invoice has been voided or deleted, the claim can be sent to Xero again.
The replacement invoice uses a new versioned invoice reference.
To re-issue the claim:
Open the claim.
Open the additional actions menu.
Select Sync from Xero.
Confirm that the previous Xero invoice is now Voided or Deleted.
Open the additional actions menu again.
Select Send claim.
Select Xero.
Select Continue.
Review the re-issue message.
Select the required Xero Account.
Confirm the Chart Of Accounts.
Confirm the Customer.
Review any required aliases.
Select Send.
A claim with a live Xero invoice cannot be re-issued. The previous invoice must first be confirmed as voided or deleted.
11. Review the Re-issued Invoice
After the claim is re-issued:
Review the claim in Diversity Sync’d.
Confirm that it is linked to the replacement Xero invoice.
Review the new invoice reference.
Open the replacement invoice in Xero where required.
Confirm the participant, services and amount.
The replacement uses a new versioned invoice reference so it can be distinguished from the previous voided or deleted invoice.
12. Review Xero Connection Warnings
Diversity Sync’d may display a Xero connection warning when the required organisation cannot currently be used.
The warning may explain that:
The Xero organisation is disconnected.
Reconnection or reauthorisation is required.
The organisation is no longer available.
The connection check could not be completed.
Another Xero configuration issue requires attention.
Where a claim is linked to a Xero organisation that is no longer available, Diversity Sync’d can display the affected organisation by name.
Users with permission to manage integrations may also see a direct link to Integrations from the warning.
13. Review Xero Synchronisation Errors
A Xero-connected claim may display:
Xero sync needs attention
The message may explain:
Why synchronisation failed
Whether invoice information conflicts
Whether payment information conflicts
Whether action is required in Xero
To resolve a synchronisation issue:
Read the complete error message.
Open the related invoice in Xero.
Review the invoice status.
Review the invoice balance.
Review existing payments.
Correct the Xero information where required.
Return to Diversity Sync’d.
Select Sync from Xero.
Confirm that the claim updates.
The existing claim workflow uses Sync from Xero when Diversity Sync’d and Xero disagree.
Version 8.1.0 also improves Xero and finance connection messages so failed connection checks are not incorrectly reported as a disconnected organisation.
Important Notes
More than one Xero organisation can be connected to Diversity Sync’d.
Confirm the correct Xero organisation before sending a claim.
The selected organisation and its configured Chart Of Accounts are used throughout claim sending.
Xero customer and account information should correspond to the selected organisation.
A claim with a live Xero invoice cannot be sent again as a new invoice.
If the previous invoice has been voided or deleted, the claim can be re-issued.
A re-issued claim uses a new versioned Xero invoice reference.
Use Sync from Xero when the claim and Xero show different information.
Xero connection warnings may identify the affected organisation by name.
Users with the appropriate integration permissions may be given a direct link to Integrations from Xero connection warnings.
Troubleshooting
I cannot select Xero
Confirm that Xero is connected.
Review any Setup required message.
Confirm that you have permission to use Xero invoicing.
Check whether the claim already has a live Xero invoice.
If Xero shows Already sent, review the existing invoice rather than creating another one.
The Xero organisation I need is unavailable
Go to Admin > Integrations > Xero.
Open View Connected Orgs.
Confirm that the required organisation is still connected.
Reconnect or reauthorise it where required.
Return to the claim and try again.
If the claim was previously linked to an organisation that is no longer available, review the organisation name displayed in the warning.
The Send button is unavailable
Confirm that Xero is selected.
Select the required Xero Account.
Select the required Chart Of Accounts.
Confirm the Customer.
Complete any required service item aliases.
Review any warning shown in the Send Claim window.
No Xero customer is available
Confirm that the correct Xero organisation is selected.
Confirm that the required customer exists in that organisation.
Review the customer mapping.
Check the Xero connection if customer information is not loading.
The claim shows Already sent
The claim already has a live Xero invoice.
If the invoice status has changed:
Open the claim.
Select Sync from Xero.
Review the updated status.
If the invoice is confirmed as Voided or Deleted, the claim can then be re-issued.
I cannot re-issue the claim
Confirm that the previous Xero invoice has been voided or deleted.
Select Sync from Xero first.
Confirm that the previous invoice is no longer live.
Confirm the Xero organisation.
Confirm the Chart Of Accounts and customer.
Review any Xero warning displayed.
A live Xero invoice cannot be re-issued.
A Xero synchronisation error appears
Read the complete error message.
Confirm which Xero organisation is affected.
Open the related Xero invoice.
Review its status, balance and payments.
Correct the Xero information where required.
Return to Diversity Sync’d.
Select Sync from Xero.
Confirm that the error clears.