Overview
Integrating AppVentory with Xero allows you to import and manage your organization’s financial transactions seamlessly. This one-way sync enables you to track app-related expenditures, providing greater transparency into your software spending.
Additionally, currency compatibility between AppVentory and Xero is crucial for successful integration, and cross-currency transactions are supported where applicable.
Prerequisites Before proceeding, ensure you have the following:
- An active AppVentory account
- A Xero account with administrator access
- Necessary permissions to connect third-party applications
- Matching currency settings between AppVentory and Xero (NZD, AUD, GBP for direct Xero subscriptions)
- Consideration of cross-currency transaction support if Xero and AppVentory operate in different currencies
Data flow Overview
Step | Process | Details |
1. User Authentication | Login & Verification | Users log in to AppVentory and authenticate via Xero. Xero validates credentials and grants access. |
2. Data Sync Request | Request Financial Data | AppVentory sends a request to Xero. Xero API retrieves transactions, invoices, and expenses. |
3. Data Import & Processing | Categorization & Assignment | Xero sends financial data to AppVentory. AppVentory identifies the relevant app based on the transaction’s description or vendor name and assigns the expenditure. |
4. Data Display & Management | Review & Manage Data | Transactions from selected accounts are displayed in AppVentory. Users review and manage app-related expenditures. |
Step-by-Step Integration Process
Click through the interactive demo below for a step-by-step guide to the integration process!
Access the Integration Page
Log in to your AppVentory account.
Navigate to the Integrations section from the main menu.
Click on Connect Now under the Xero integration option.
Log in to Xero
You will be redirected to the Xero login page.
Enter your Xero email address and password.
Click Log in to proceed.
If prompted, complete the two-factor authentication (2FA) process by entering the 6-digit code from your authenticator app.
Grant Access to AppVentory
Review the permissions that AppVentory requires:
View and manage your organization settings, transactions, and contacts.
Access user account information (name, email, and profile).
Click Allow Access to authorize the integration.
Configure Your Data Sync Settings
- Once connected, you will be prompted to select the data to sync, such as transactions and invoices.
- Choose the relevant General Ledger (GL) accounts related to app expenditures.
- Ensure the currency settings in Xero match those in AppVentory.
- If different currencies are used, verify that conversion is applied correctly in AppVentory.
- Set the month and year for Historical data synch
- Click Save to initiate the data sync.
Post-Integration Verification
Navigate to the AppVentory Transactions to verify that your Xero data has been imported.
Ensure that transactions from Xero are correctly assigned to Apps.
Confirm that app expenditure details are accurately reflected under the Apps section.
Example
The following Shopify transaction amount has been extracted from Xero, and the calculation applies solely to the subscription.
Managing Xero Integration in AppVentory
Updating Linked GL Accounts
Click through the interactive demo below for a step-by-step guide!
To modify the initially linked GL accounts:
- Navigate to Integration.
- Click the Manage button under Xero Integration.
- Select Edit Accounts.
- You will be directed to a page displaying your Xero Chart of Accounts.
- Select the relevant accounts and click Save.
Synchronization Options
Auto Synchronization: AppVentory automatically syncs with Xero every Monday.
Manual Synchronization: To sync data before the next scheduled sync:
Click through the interactive demo below for a step-by-step guide!
- Navigate to Integration.
- Click the Manage button under Xero Integration.
- Select Sync Now to trigger an immediate sync.
Viewing Sync Logs
To access and filter synchronization logs:
- Navigate to Integration.
- Click the Manage button under Xero Integration.
- Go to the Logs tab.
- Filter logs by date or status as needed.
Deactivating Xero Integration
The Deactivate button is available under the Xero Integration Setup (refer to the image below).
Disconnecting AppVentory from Xero
To disconnect AppVentory from Xero:
- Navigate to Connected Apps in Xero Organization Settings.
- Click Disconnect (refer to the image below).
Handling Xero Subscriptions & Use Cases
Category | Scenario | Expected Handling | Example |
Single Sign-On (SSO) Scenarios | No AppVentory account, Xero in NZD/AUD/GBP | “Subscribe from Xero” appears on the Subscription Page. | A new user in New Zealand signs up via Xero and sees a direct subscription option. |
No AppVentory account, other currency | AppVentory’s subscription system is used instead. | A US-based user signing up via Xero must subscribe via AppVentory’s system. | |
AppVentory account already exists | Subscription handling remains consistent across currencies. | A UK user logs in via Xero but already has an AppVentory account—no disruption to their subscription. | |
AppVentory account has an active subscription | Integration proceeds without affecting the current subscription. | A user with an active AppVentory subscription integrates with Xero, and the subscription remains unchanged. | |
AppVentory is already integrated with Xero | Avoid duplicate integrations. | A user accidentally tries to link AppVentory with Xero again, but the system prevents duplicate connections. | |
The sign-up process stops midway | Ensure resumption without login issues. | A user abandons sign-up after Xero authentication—upon returning, they can resume from where they left. | |
Positive Test Cases | Successful Xero Subscription Activation | Ensure correct billing and subscription reflection. | A user subscribes through Xero, and the correct plan appears in AppVentory. |
Subscription Upgrade from Xero | The “Visit Xero” button for upgrades is displayed in AppVentory. | A user upgrades their plan in Xero, and AppVentory provides a direct link to manage it. | |
Reactivating a Canceled Subscription | Ensure AppVentory restores access correctly. | A user canceled their subscription last month and then reactivated it in Xero. AppVentory should restore full access. | |
Unlinking AppVentory from Xero but Keeping Subscription Active | Subscription status updates correctly. | A user disconnects AppVentory from Xero but continues paying through Xero, so the subscription should remain active. | |
Subscription Handling with Xero | Taking a Subscription from Xero | Ensure that the correct pricing and plan details appear in AppVentory. | A user subscribes via Xero, and AppVentory reflects the exact plan and price. |
Subscription Notifications | Validate email and in-app alerts for subscription changes. | If a user changes their plan in Xero, AppVentory should send confirmation emails. | |
Deactivating Integration Post-SSO | Remove AppVentory from Xero’s connected apps list. | A user disconnects AppVentory—Xero should no longer show it as an active integration. | |
Handling Account Deletion in Xero | Verify AppVentory’s response when a Xero account is deleted. | A user deletes their Xero account—AppVentory should automatically deactivate the subscription. | |
Subscription Cancellation Scenarios | Ensure UI updates are accurate when canceled from Xero. | A user cancels in Xero—AppVentory should reflect the change and remove access. | |
Cross-Currency Scenarios | AppVentory (USD) → Xero (NZD/AUD/GBP) | Ensure currency conversion functions correctly. | A US user subscribes but integrates with a Xero NZD account—correct conversion should apply. |
AppVentory (NZD/AUD/GBP) →Xero (USD) | Verify proper subscription handling. | A UK-based user subscribes via Xero in USD—AppVentory should not conflict with the currency setting. | |
Non-Xero currencies linking to Xero later | Ensure a smooth transition to Xero-based subscriptions. | A European user subscribes in Euros, then links to Xero NZD—the system should handle the switch properly. |
FAQs
How do I connect AppVentory with Xero?
- Navigate to Integrations in AppVentory, click Connect Now under Xero, and follow the authentication steps.
What financial data is imported from Xero to AppVentory?
- Transactions, invoices, and expenses are synced to help track app-related expenditures.
How often does AppVentory sync with Xero?
- Auto-synchronization occurs every Monday. You can also trigger a manual sync anytime by clicking Sync Now under the Xero integration settings.
Can I update my linked GL accounts after integration?
- Yes. Go to Integration > Manage (under Xero) > Edit Accounts, select the relevant GL accounts, and click Save.
How do I view the sync logs?
- Navigate to Integration > Manage (under Xero) > Logs Tab, where you can filter logs by date or status.
Does AppVentory support cross-currency transactions with Xero?
- Yes, but ensure that the correct currency conversion is applied between Xero and AppVentory for accurate financial tracking.
How do I disconnect Xero from AppVentory?
- In Xero, go to Connected Apps under Organization Settings and click Disconnect.
What happens if my Xero subscription is canceled?
- Your integration will remain active unless you manually disconnect it. However, your AppVentory access may be affected based on subscription status.
Can I reactivate a canceled Xero subscription in AppVentory?
- Yes, once your Xero subscription is reactivated, AppVentory should restore full access automatically.
Who do I contact for support if I experience integration issues?
- For AppVentory-related issues, email [email protected]. For Xero-related issues, visit Xero’s Help Center.
Troubleshooting and Support
If you experience any issues:
Authentication Errors: Ensure your Xero credentials and 2FA settings are correct.
Data Sync Issues: Verify that the correct GL accounts are mapped.
Currency Mismatch: Ensure both Xero and AppVentory are set to the same currency.
Contact AppVentory Support at [email protected].
Reach out to Xero Support via their help center.
Best Practices
- Regularly review imported data to ensure accuracy.
- Maintain proper user access control within both platforms.
- Ensure that the currency settings match those of Xero and AppVentory before integration.
- Stay updated with the latest AppVentory and Xero versions for enhanced features and security.
By following these steps, you can successfully integrate AppVentory with Xero, allowing for automated transaction tracking and improved financial oversight.
If you need further assistance, please contact our dedicated customer support team at [email protected], who will assist you with anything else you need. We take pride in providing exceptional service experiences, and our commitment to client satisfaction is at the heart of everything we do.