Two way
Both books stay the same. Every sync runs from the leading system into the other, then back.
- You pick whether Xero or QuickBooks Online leads
- Payments and voids travel both ways
- Nothing bounces back and forth
CRM Connector Platform
Xero and QuickBooks Online, kept in step both ways
Whether your books live in Xero or in QuickBooks Online, and the other one is used by a client, a partner or a second company: CRM Connector keeps customers, invoices, payments and quotes the same in both. Either system can lead, and below is exactly what travels, when, and why.
- Official sign in for both
- Either system can lead
- 7 day free trial
Two way, or one way if you prefer
- Customers
- Sales invoices
- Quotes and estimates
At a glance. Customers, sales invoices and quotes stay the same on both sides, payments and voids included. Below: which field matches which, and what every change does.
Your choice
Two way or one way
Keep both systems identical, or let one feed the other. You decide per record type.
One way
One system feeds the other. Pick Xero or QuickBooks Online as the source; the other receives.
- Good for a migration, in either direction
- A read copy for an accountant or partner
- Switch a record type to two way later
Fine tune it:A different choice per record typeOnly invoices from a date you pickOnly sent or paid invoicesOnly accepted quotesEveryone, customers only or leads onlyEvery 30 minutes up to every 3 days
Record by record
What travels, and what each change does
Pick a record type and the system where a change starts. On the left, which field matches which and when it travels; on the right, what that change does on the other side.
Starts in
Fields- Contact nameBoth waysCompany name
- First nameBoth waysGiven name
- Last nameBoth waysFamily name
- Email addressBoth waysPrimary email
- PhoneBoth waysPrimary phone
- Street addressBoth waysBilling address
- City, region, postal codeBoth waysCity, state, postal code
- CountryBoth waysCountry
- Is a customerEach works it outHas paid invoices
It happens in Xero, then in QuickBooks Online
A new customer is added
Looked for in QuickBooks on email, then name. Updated when found, created only when nothing matches.
Name, email, phone or address changes
The same change is made to the QuickBooks customer on the next sync.
A field is left out on one side
Nothing is wiped in QuickBooks: only filled values are sent.
The customer gets their first invoice
QuickBooks works out on its own that this is now a customer.
- Xero allows each contact name once. A new contact is named after the company, else the person, else the email; two people with exactly the same name and no email land on one Xero contact.
- QuickBooks sub-customers are not synced as customers of their own: their invoices and estimates land on the top level customer.
How a sync runs
One sync, step by step
What happens every time the integration runs, in the order it really happens. Pick which system leads and watch the records move.
Which system leads?
Connections
CRM
Step 1 of 10
Both connections are checked
Sign in tokens for Xero and QuickBooks Online are refreshed automatically. If the app was disconnected on either side, the integration pauses and you get one message with a reconnect button.
Conflicts
When both sides changed the same record
- For each two way record type you choose whether Xero or QuickBooks Online leads. The leading side always runs first in a sync.
- It only matters when the same record changed in both systems between two syncs. Every other change simply travels.
- A paid invoice is never reopened by a sync, whichever side leads. Status only moves forwards.
Between two syncs
The due date of the same invoice is changed in both systems
Leading system
10 October12 OctoberTwo different values. Run the sync to see which one both systems end up with.
Good to know
What is particular to this pair
What holds for Xero or QuickBooks Online on its own is on its own page.
- Lines and totals are set once
- They travel on create; later line edits stay where they were made.
- Each keeps its own numbers
- A Xero invoice gets the next QuickBooks number unless custom numbers are on.
- Unique Xero contact names
- Two QuickBooks customers with the same name and no email share one Xero contact.
- Payments land on a bank account
- A QuickBooks payment lands on a Xero bank account, else a payments enabled one.
- Currencies
- An unavailable currency lands in the target's own, amounts unchanged.
FAQ
Questions about Xero and QuickBooks Online?
Every answer below is true for the app as it runs today. If something is not covered, ask us and we will answer in plain words.
- Can I sync Xero and QuickBooks Online both ways?
- Yes. Customers, sales invoices and quotes sync in both directions, and you choose which system leads when the same record changed on both sides.
- Can I sync only one way?
- Yes. Pick Xero or QuickBooks Online as the source and records only flow into the other system. You can choose per record type and change it later.
- What happens when an invoice is paid?
- A payment in QuickBooks becomes a real payment on the Xero invoice, and a payment in Xero becomes a linked payment in QuickBooks, always for the amount still owing.
- Will it create duplicate customers or invoices?
- No. Before anything is created, the platform looks for the same customer by email and name, and the same invoice or quote by its number or by customer, day and total.
- Does Xero add tax on top of synced invoices?
- No. Invoices land with exactly the totals of the other system. Tax the source kept outside its lines arrives as one Tax and other charges line.
- What if I edit an invoice line after it was synced?
- The edit stays in the system where you made it. Lines travel when an invoice is created; due date and status keep travelling after that.
- How often does it sync?
- From every 30 minutes up to every 3 days, depending on your plan. Every plan includes a 7 day free trial.
- What if the connection to Xero or QuickBooks drops?
- The platform notices on the next sync, pauses the integration and sends you one message with a reconnect button. Reconnecting takes one sign in, and syncing picks up where it left off without creating anything twice.
Ready to connect Xero and QuickBooks Online?Start your 7 day free trial
Sign in to Xero and QuickBooks Online, pick which one leads or sync one way, confirm what syncs, and watch the first sync run.