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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 Quotes to Xero

Once you're connected to Xero, you'll see an extra column on your Quotes list with a Link button for each quote. Clicking Link will prompt you to connect the quote's customer to a Xero contact. If the customer has been linked to Xero before, the contact will be remembered and pre-selected — you just click Save.

If the customer doesn't exist in Xero yet, click Create in Xero and their details from Puree will be used to create a new contact. You can also search your existing Xero contacts using the dropdown.

When to Link

We recommend linking quotes once they've been accepted, not while they're still pending. Linking creates a draft invoice in Xero, so if a pending quote doesn't go ahead, you'd have to go into Xero and delete the invoice manually. By waiting until the quote is accepted, you avoid unnecessary cleanup.

A good rhythm to get into: each time you receive a notification that a quote has been accepted, go to the quotes list and link it straight away. It only takes a moment, especially once Puree remembers the customer's Xero contact.

Invoices Are Created as Drafts

When you link a quote, Puree creates the invoice in Xero as a draft. It does not send the invoice to your customer automatically — you need to go into Xero, review the draft, and then approve and email it yourself.

To find your draft invoices in Xero, go to Sales → Invoices and filter by Draft. From there, click into the invoice and use the Approve and Email button to send it.

Invoice Dates

The invoice date is automatically set to the date of the event or delivery in Puree. The due date is calculated from the invoice date using the default number of days you configured in your Xero settings (e.g. 7 or 14 days after).

You can override both the invoice date and the due date when linking a quote. These overrides only affect the Xero invoice — they don't change any dates in Puree.

Note: If a quote was created before you connected to Xero, the due date may not auto-populate when you link it. In that case, simply enter the dates manually.

Customer Reference / Purchase Order Number

If your customer provides a purchase order number, enter it in the Customer reference field on the quote in Puree. This value is automatically passed through to the Reference field on the Xero invoice. Any updates to the customer reference in Puree will sync to Xero as well.

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 invoice includes an introductory line with the customer's name and a link back to the Puree quote, so the customer can click through to view the full quote online. 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.

Xero Status on the Quotes List

Once a quote is linked, the Xero column on your quotes list shows the current status of the invoice. Hover over the icon to see details including:

• Whether the invoice has been paid, is due, or is overdue
• Any prepayments the customer has on their Xero account

This information is pulled from Xero and synced twice a day, so it may not reflect changes immediately. After linking a new quote, the status will show as "Data pending" until the next sync runs.

Don't Edit Invoices Directly in Xero

The sync between Puree and Xero is one-way: Puree pushes updates to Xero, but changes made in Xero are not pulled back into Puree. If you edit an invoice directly in Xero, your changes will be overwritten the next time someone updates the quote in Puree.

Always make changes in Puree and let them sync through to Xero. This ensures both systems stay consistent.

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

Tip: Avoid allocating prepayments or deposits to an invoice until the very last moment — ideally just before you send the final invoice. This keeps the invoice unlocked so any last-minute changes to the quote can still sync through.

Managing Deposits and Prepayments

Xero doesn't handle deposits as neatly as some other accounting tools. If your customer needs an invoice in order to pay a deposit, here's a recommended workflow:

1. Link the accepted quote to Xero as normal — this creates the main invoice as a draft
2. In Xero, copy that draft invoice to create a second draft
3. Delete the line items from the copy and add a single line for the deposit amount (e.g. "Deposit — $500")
4. Send this deposit invoice to the customer
5. When the deposit is paid, void or credit the deposit invoice in Xero
6. Process the received payment as a prepayment against the customer in Xero

Important: Don't allocate the prepayment to the main invoice until you're ready to send the final invoice. Allocating a prepayment locks the invoice and prevents Puree from syncing any further updates.

In Puree, you can record deposits received via Action → Add deposit received on the quote. This adds an acknowledgement on the customer's quote view (e.g. "We acknowledge receipt of your deposit totalling $500") but does not affect any totals or Xero data — it's simply a note for the customer's reassurance.

You can also view all outstanding deposits across your quotes from Settings → Deposits, which shows the deposit required (from the quote), the deposit paid (manually recorded), and the balance for each upcoming order.