If your organisation uses Xero, you can connect it so SupplierVault reads your supplier bills and credit notes every morning, read only, and adds them to each supplier. This page covers the Xero steps. Everything that works the same way for all five systems (what's read, how bills match suppliers, your choices, Check matches, held bills, how the figures use them and problems) is in Connect your accounting software.
Where to find it
Account button (top right) › Organisation › Accounting software › Xero. Only admins can connect Xero, read from it, change its choices or disconnect it. It's included in every plan.
How to connect Xero
- Select Connect Xero.
- Xero's own sign-in page opens. Sign in, choose the Xero organisation or organisations to connect, then allow access.
- You're brought back to SupplierVault: "Xero is connected (name). Reading your bills now…". The first read starts straight away, from your Read from date (two years ago unless you change it).
- If you allowed more than one organisation, SupplierVault reads the first. To read another, pick it under Organisation to read and press Use this organisation. You'll see, for example, "Xero now reads Acme Trading. Press "Read from Xero now" to read its bills."
SupplierVault asks Xero for read-only access to invoices, payments and contacts, plus permission to stay connected so it can read each morning (at 5:45 UTC). It never changes anything in Xero, never reads bank details and never moves money.
A supplier's link to a Xero contact only counts in the organisation it was made in. When you change organisation, bills already read stay, contacts in the new one are matched by name or linked by hand afresh, and switching back makes the old links work again. See Connect your accounting software.
If connecting doesn't work
| Message | What it means |
|---|---|
| "Xero wasn't connected: you cancelled in Xero." | You stopped on Xero's page. Try again when ready. |
| "That took too long. Press Connect Xero again." | The connection has to be finished within 15 minutes, by the admin who started it. |
| "Your Xero sign-in has no organisation to connect." | Your Xero user doesn't have access to an organisation. Ask your Xero administrator. |
| "A read from Xero is running. Wait a few minutes, then press Connect Xero again." | Xero was already connected and a read was in progress. Wait, then connect again. |
| "Xero couldn't be connected. Try again." or "Xero didn't accept the request. Try again." | Something went wrong on the way back. Try again. |
Once it's connected
- Read from Xero now reads straight away, once a minute at most ("Read less than a minute ago. Give it a moment."). Only one read runs at a time ("A read is already running. Try again in a few minutes.").
- A very large read shows "More to read: it carries on next time."
- Choose what to read and Check matches work as for the other systems.
- Draft bills aren't read. Supplier credit notes are read and net off spend. Voided bills ("Voided in Xero") and bills deleted in Xero, even after they were read ("Deleted in Xero"), stay on the supplier but are never counted.
- Xero keeps the connection going while it's read at least every 60 days. The morning read does this.
- If your plan has ended, Read now and changing organisation are refused: "Your plan has ended, so SupplierVault can't read your accounts or change these choices. Renew your plan to carry on."
- "Problem: Xero needs connecting again." usually means the connection was removed in Xero or has expired. Disconnect and connect again.
- Disconnect (click again to confirm) removes SupplierVault's access in Xero and its Xero choices. Bills already read stay on each supplier, and links come back if you connect the same organisation again.