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What the Xero Integration Does

When you link Puree with Xero, your quotes in Puree will automatically create invoices in Xero. If you update a quote, the corresponding Xero invoice is updated too. This saves you from manually re-entering financial data and keeps everything in sync.

Connecting to Xero

To get started, go to Settings → Integrations and click Connect to Xero. This will open an authorisation page in Xero. You may need to log into Xero first. Select the organisation you want to connect to (if you have multiple), then click Allow Access.

Once authorised, you'll be taken back to Puree and into the Xero settings page.

Configuring Your Settings

Chart of Accounts Mapping

You need to link each Puree master category to an income account in Xero. The categories are: Menu, Beverages, Equipment, Miscellaneous, Staff, Delivery, and Venue (if enabled). The dropdown options are pulled directly from your Xero chart of accounts — these are your income categories.

Depending on how your Xero is set up, you might use the same account (e.g. "Sales") for all categories, or you might have separate accounts for staff, delivery, etc.

Invoice Due Date

Set the default number of days before a Xero invoice is due. The invoice date is the date of the event or delivery in Puree, and the due date is calculated from that. For example, setting this to 7 means the invoice is due 7 days after the event. Common settings are 7 or 14 days.

Auto-Sync

Make sure the auto-sync option is enabled. This ensures that whenever you update a quote in Puree, the changes are automatically pushed to Xero.

Invoice Number Prefix

You can customise the prefix used for invoice numbers in Xero. By default, it's INV, so if your Puree quote is number 123, the Xero invoice number will be INV123. You can change the prefix to whatever you like, but the quote number will always follow it.

Linking Customers

Before a quote can be sent to Xero, you need to link your Puree customer with a Xero contact. Open the customer in Puree and you'll see an option to link them. The dropdown pulls contacts from your connected Xero organisation — you can search or scroll to find the right one.

If the customer doesn't exist in Xero yet, simply click Create in Xero and it will create the contact for you using the customer details from Puree.

How Invoices Appear in Xero

When a quote is sent to Xero, it creates an invoice with each master category as a separate line item. For example, you'll see a line for Menu, Beverages, Equipment, etc., each with its total. This gives your customer a clear breakdown when they receive the invoice.

The tax rate is linked to your Xero account settings, and Puree will pass through whether prices are tax-inclusive or tax-exclusive based on your Puree settings. The invoice also includes an introductory text and a reference back to the Puree quote.

Important: Payments and Locked Invoices

Anytime you update a quote in Puree, the Xero invoice will be updated automatically. However, there is one exception: if a payment (partial, prepayment, or full) has been applied to the invoice in Xero, Xero locks that invoice and will not allow updates.

If this happens, Puree will show a warning when you try to edit the quote. You can still update the quote in Puree, but the changes won't sync to Xero. To resolve this:

1. Go into Xero and unreconcile the payment from the invoice
2. Come back to Puree and make your updates
3. The invoice will be updated in Xero
4. Re-allocate the payment in Xero