Xero Integration

Overview

Gearbox facilitates the export of Purchase Orders into Xero, via a user-triggered API. This integration allows users to efficiently transfer Purchase Order data from Gearbox to Xero, streamlining the process of managing financial transactions and ensuring accurate records within both systems.

Getting Started

Prerequisites

• Gearbox account with administrator access
• Xero account

Setting up the Xero integration

1. Click on the User Icon (1) then click on Integrations (2).
   
   
   
2. Find Xero and click on Setup (1).
   
   
   
   
3. Click Connect to Xero.
   
   
   
4. A login pop up will appear, you will need to enter your Xero login details.
   
5. Xero may require you to setup two-step authentication, if so follow the prompts to setup two-step authentication or refer to Xero’s documentation.
6. Select the Organisation you wish to connect and click "Allow access"
   
   
   
7. You are now connected to Xero and will be taken back to the Xero settings page.
   
   
   
   
8. From here you can manage the Xero connection and Xero-related settings for Gearbox, you can also view which organisation has been connected.

Exporting Purchase Orders to Xero

1. Within your Purchase Order click on the orange Export to Xero button.
   
   
2. Login to your Xero system and go to Business > Bills to pay and click on your exported Purchase Order.
   
   
   
   
   
3. If no further changes are required to the Purchase Order in Gearbox you will need to go back and close it by ticking the checkbox "All items on this purchase order have been received" on the Purchase Order. If this is not actioned, the Purchase Order will remain open indefinitely.

Tracking Categories

Gearbox’s Xero integration will allow users to configure a maximum of two Tracking Categories which can provide the following:

1. Vehicle Fleet number
2. Vehicle Rego
3. Purchase Order number

1. Within Gearbox’s Integration page navigate to Xero integration setting, then enable a maximum of two Tracking Categories, type a name for your Tracking Category and select the relevant Gearbox Purchase Order link, and click Save.
   
   
   
   
2. Login to your Xero system and navigate to Accounting > Advanced > Tracking categories.
   
   
   
3. On the Tracking Categories page click on Add Tracking Category to add a category. Give your Category a Name and Category options. In the screenshot below, the vehicle’s Gearbox Fleet # and Rego must be entered as a Category option.
   
   

FAQ

How do I disconnect from Xero?

Within Gearbox you can disconnect from Xero by clicking the Disconnect button within the Xero setting page. From within Xero, you can disconnect from Gearbox through My Apps.

Both options will require you to authenticate within Gearbox before being able to use the integration again.

When and how does data sync occur?

Currently, Gearbox does not sync data from Xero. Once a Purchase Order is exported to Xero, if changes are made within either Gearbox or Xero these changes will not be reflected in the other system.