Why connect Qondor to Xero?
When invoicing and accounting live in separate systems, it is easy to lose track of what has been sent, paid, or is still outstanding. The Xero and Qondor integration removes that friction.
Streamlined invoicing
Invoices and credit notes created in Qondor are automatically pushed to Xero. There is no manual re-entry, which means fewer mistakes and less time spent on administration.
A single source of truth
Qondor is the master system for projects and invoicing. When data is synced, Xero is created or updated based on what exists in Qondor. Both systems stay aligned without extra effort.
Real-time payment tracking
Payment status flows from Xero back to Qondor, so your dashboards and reports always show current figures without anyone needing to update them manually.
How data flows between Qondor and Xero
The integration consists of two sync operations:
Invoice sync — invoices and credit notes are pushed from Qondor to Xero
Payment status sync — payment status is pulled from Xero back to Qondor
📌 Note: Both operations run automatically on a scheduled basis. You do not need to trigger them manually.
Invoice sync
From Qondor to Xero
When an invoice is processed in Qondor, the following data is sent to Xero:
Contact (created or updated based on customer data)
Invoice or credit note (with line items, amounts, and account codes)
Currency
From Xero to Qondor
Payment status (paid or unpaid)
📌 Note: Invoice sync typically runs every few minutes, depending on your configuration.
What gets created in Xero
When an invoice is processed, the integration automatically:
Creates or updates the Contact (matched by VAT/organisation number or email address)
Creates an Invoice or Credit Note in Xero, linked to the contact
Marks credit card payment invoices as paid immediately using the configured payment type
Invoices can be created as Draft or Authorised in Xero, depending on your configuration. Authorised invoices are ready to send; Draft invoices allow for manual review before finalising.
How contacts are matched
Contacts are matched using the following logic:
The integration searches Xero for a contact with a Tax Number matching the customer's VAT/organisation number from Qondor
If a match is found, the contact is updated with the latest details from Qondor
If no match is found by Tax Number, the integration falls back to matching by email address
If no match is found at all, a new contact is created in Xero
📌 Note: For booker-based invoices where no company customer is set, matching uses email address only.
💡 Tip: Keeping your customer VAT numbers up to date in Qondor ensures accurate contact matching and prevents duplicates in Xero.
Data exchange summary
From | To | Data | Direction | Frequency |
Qondor | Xero | Contact (customer details) | → | When invoices are processed |
Qondor | Xero | Invoices, credit notes, card-payment invoices | → | Configurable (typically every few minutes) |
Xero | Qondor | Payment status (paid or unpaid) | ← | Configurable (typically every few minutes) |
How systems stay linked
The integration uses an External Reference field in Qondor to maintain the link between systems:
Qondor entity | External reference contains | Purpose |
Invoice | Xero Invoice ID | Track which invoices have been synced to Xero |
📌 Note: When an invoice is created in Xero, its ID is stored in Qondor's External Reference field. On subsequent payment status checks, this ID is used to query Xero directly — no duplicate invoices are created.
Invoice types supported
The integration supports the following Qondor invoice types:
Customer Offer Invoices — invoices sent from offers
Customer Form Invoices — invoices created from booking forms
Booking Invoices — invoices for individual bookers
Credit Card Payments — automatically marked as paid in Xero
Credit Notes — cancellation invoices
Field mapping reference
Invoice line items
Qondor line items carry an article number (e.g. VAT25, VAT0). The integration maps this to a Xero Account Code using the account code mapping you configure. Xero then determines the tax type automatically from the account code in your chart of accounts.
Example mapping:
VAT25 → Account Code 200 VAT0 → Account Code 260
💡 Tip: Keep tax configuration in one place — your Xero chart of accounts — rather than duplicating it in Qondor. The account code mapping is the only bridge you need.
Invoice header fields
Qondor field | Xero field | Notes |
Invoice number | Invoice number | Carried across from Qondor |
Invoice date | Invoice date |
|
Due date | Due date | Based on customer payment terms |
Currency | Currency | Matched by currency code |
Line items | Line items | Mapped via account code mapping |
Customer | Contact | Created or updated before invoice |
Configuration options
Option | Description | Default |
Invoice status on creation | Create invoices as | Configurable |
Account code mapping | JSON mapping of Qondor article number → Xero Account Code | Required |
Payment status lookback | How many days back to check for paid invoices | 90 days |
Office filter | Limit sync to a specific office (leave blank for all offices) | All offices |
Project filter | Limit sync to specific project IDs (leave blank for all projects) | All projects |
💡 Tip: Contact your Qondor CSM to adjust these settings for your specific needs.
Requirements and setup
Prerequisites in Xero
Requirement | Notes |
API access enabled | Required for the integration to connect to your Xero organisation |
Xero Tenant ID | The unique identifier for your Xero organisation |
OAuth client credentials | Client ID and Client Secret from a connected Xero app |
Chart of accounts | Account codes must exist in Xero before the mapping will work |
Prerequisites in Qondor
Requirement | Notes |
API invoice processing | The office must have |
Account code mapping | Required for all invoice line items — map your Qondor article numbers to Xero account codes |
Clean customer data | Matching uses VAT/organisation number and email. De-duplicate customers before go-live |
API credentials | Set up with guidance from the Qondor team |
Important limitations
❗ Account code mapping is required
Every Qondor article number used on invoices must be mapped to a Xero account code. Invoices with unmapped article numbers will fail to sync.
❗ Contact selection by Tax Number
Contacts are matched by VAT/organisation number first. If multiple Xero contacts share the same Tax Number or email address, the first one returned by Xero is used.
❗ Draft invoices are not marked as paid
Payment status sync only applies to Authorised invoices in Xero. If invoices are created as Draft and never authorised, payment status will not be synced back to Qondor.
Ready to get started?
If you are ready to connect Qondor to Xero and automate your invoicing workflow, contact your Qondor CSM to get started. They will guide you through setup, help configure your account code mapping, and ensure everything runs smoothly from day one.