Accounting
In betaXero integration for print shops
PrinterFlo pushes approved invoices into Xero with their line items, tax codes and customer contact, so the job you quoted is the invoice your accountant sees. Built for the UK, Australian and New Zealand shops where Xero — not QuickBooks — is the default. Connect it from Settings in about a minute.
What the Xero integration does
- → Approved invoices become Xero invoices, line by line — no re-typing a 12-line sign job.
- → Customers are matched to an existing Xero contact or created once, so you don't end up with three of the same builder.
- → Each line carries the tax code you mapped, taxable or exempt, so VAT and GST land correctly.
- → Void an invoice in PrinterFlo and it voids in Xero — the two never quietly disagree.
- → If a push fails, the invoice list shows the error with a retry. Nothing is dropped in silence.
- → Month-end stops being an export-and-import ritual.
How it works
- 1
Connect Xero
Settings → Xero → Connect. You authorize PrinterFlo against your Xero organisation with OAuth; no keys to copy, and you can disconnect from the same screen.
- 2
Map your tax codes once
Choose which Xero tax type applies to taxable lines and which to exempt ones. Set it once and every future invoice uses it.
- 3
Invoice as normal
Approve an invoice in PrinterFlo and it appears in Xero with its contact, line items and tax. Change it later and the update follows, provided Xero still allows the invoice to be edited.
Best for
Sign, print and wide-format shops in the UK, Australia and New Zealand that run their books in Xero and are tired of re-keying every job into it.
Xero integration — FAQ
Does PrinterFlo integrate with Xero?
Yes. You connect your Xero organisation from Settings using OAuth, and approved invoices are pushed to Xero with their line items, tax codes and customer contact. Voiding an invoice in PrinterFlo voids it in Xero too.
What exactly syncs to Xero?
Invoices and the contacts attached to them. Each invoice goes across with every line item, the tax code you mapped for taxable and exempt lines, and its invoice number, so the job you quoted is what your accountant sees.
Do payments and deposits sync to Xero?
Not yet — payments are recorded in PrinterFlo and reconciled in Xero the way you already reconcile your bank feed. Only the invoice itself is pushed. If automatic payment sync matters to your workflow, tell us and it moves up the list.
What happens if I change an invoice after it has synced?
The update is pushed to the Xero invoice. Xero itself restricts what can change once an invoice is approved or paid — if it won't accept the change, PrinterFlo tells you why rather than failing quietly. A paid invoice needs its payment removed in Xero before it can be voided or altered.
What if a sync fails?
The invoice list flags it with the reason and a retry button. Failures are visible and repeatable, never silent — the thing you cannot have in accounting is a document that only exists on one side.
Will it create duplicate contacts in Xero?
No. PrinterFlo looks for a matching Xero contact by name first and only creates one if there isn't a match, so a customer you already invoice in Xero stays a single contact.
Does it handle UK VAT, Australian GST and New Zealand GST?
Yes — you choose which Xero tax type applies to taxable lines and which applies to exempt ones, so the correct rate for your region is applied per line. Line amounts are sent tax-exclusive and Xero calculates the tax, which is what your accountant expects.
Xero or QuickBooks with PrinterFlo — does it matter which I use?
No. Both are supported, and the invoicing workflow inside PrinterFlo is identical either way. Use whichever your accountant already works in — that's the only consideration that matters.
Do I need my accountant or a developer to set it up?
Neither. It's an OAuth connection from the Settings screen and a one-time tax-code mapping. If your accountant has opinions about which tax codes to map, that conversation takes longer than the setup does.
Can I disconnect Xero later?
Yes, from the same Settings screen. Invoices already in Xero stay in Xero — disconnecting stops future pushes, it doesn't reach back and remove anything.
Want Xero in PrinterFlo?
Join early access, tell us this is the integration you need, and we'll get you in first when it ships.
Request early access