Xero sync: Frequently asked questions (FAQ)

Below are answers to frequently asked questions about Xero Sync.

Xero Sync

  • Chart of Accounts are a 2-way sync
  • Sales Tax is a one way sync from Xero to Key CashFlow
  • Tracking Categories (Locations & Departments) are a 2-way sync, as long as the Tracking Categories are named "Location" and "Department" in Xero
  • Bills are a 2-way sync, and can be edited in either Xero or Key CashFlow
  • Unapplied Vendor Credits are a 2-way sync, but you have to apply credits in Xero and Key CashFlow manually
  • Bank Account Balance syncs from Xero to Key CashFlow
  • Bills in Xero contain a link, which takes you directly to the corresponding bill in Key CashFlow and opens in a separate tab
  • AR payments in Key CashFlow will only sync to Xero if applied to an invoice; overpayments/unapplied payments won't sync to Xero
  • Auto Sync runs approximately 24 hours after your most recent sync. This timeframe isn't adjustable.
  • Contacts connected to Key CashFlow will be a part of a custom group called Sync to Bill.com Vendors and/or Sync to Bill.com Customers
  • Bills will sync over as Approved
  • Tax IDs for vendors are a 2-way sync
  • A Sync Menu icon is available from any page in Key CashFlow, located at the top of your screen
  • Creating and updating of locations and departments will sync from Xero to Key CashFlow and/or Key CashFlow to Xero. Deletions made to these items, however, won't sync in either direction, they must be deleted manually in both systems.

FAQs

What syncs and what doesn't?

Xero sync image

Why didn’t my Contacts sync to Key CashFlow?

Contacts may not come over to Key CashFlow because Xero hasn't categorized the contact yet. This is usually due to the contact not having any transactions. A quick way to resolve this is to add the contact to one or both of the following groups in Xero:

  • Sync to Bill.com Vendors
  • Sync to Bill.com Customers

Why didn’t my Contact's address or phone number sync to Key CashFlow?

  • In order to sync to Key CashFlow, the contact address in Xero must be specifically in the "Postal Address" section
  • The contact phone number must be in the dash format (xxx-xx-xxxx) and should be in the Phone field, not the Mobile field in order to sync to Key CashFlow

Why didn’t my Tracking Categories show up?

The only Tracking Categories that sync between Key CashFlow and Xero are Location and Department; any other tracking category won't sync. If the tracking categories are Departments and Locations and they're still not syncing, it's possible that you haven't correctly named the Tracking Categories in Xero. Please make sure that you use the names Department and/or Location (no 's' at the end) to ensure they sync properly. These category names are case-sensitive.

Updates to these items will sync between both systems. Deletions made to these items, however, won't sync in either direction, they must be deleted manually in both systems.

In Xero - To add a Location

  1. Select Settings
  2. Select General Settings
  3. Select Tracking
  4. Select Add Tracking Category
  5. Enter the category name: "Location" (must be 'Location', or it won't sync over)
  6. Add the different location names as category options
  7. Select Save

In Xero - To add a Department

  1. Select Settings
  2. Select General Settings
  3. Select Tracking
  4. Select Add Tracking Category
  5. Name the category name: "Department" (must be 'Department', or it won't sync over)
  6. Add the different department names as category options
  7. Select Save

Why don’t some of my bill/invoices from Xero show up in Key CashFlow?

There are a few reasons why some bills and/or invoices aren't showing up in Key CashFlow:

  • Only unpaid Bills and invoices will sync from Xero to Key CashFlow. We don't sync historical Paid bills and invoices.
  • Bills/invoices in Draft status in Xero don't sync to Key CashFlow
  • Only USD Currency is supported by Key CashFlow; bills and invoices in other currencies won't sync to Key CashFlow
  • Bill and Invoice Numbers are required in order for bills/invoices to sync from Xero into Key CashFlow

Why doesn’t my bank account sync over to Xero from Key CashFlow?

Because of Xero's unique bank account setup, bank accounts can only be created in Xero and then synced over to Key CashFlow.

How do I track payments made outside of Key CashFlow?

  1. Locate the bill in Key CashFlow
  2. Select More actions
  3. Select Mark as paid

On the following screen, there will be the option to either sync this payment into Xero, or mark the payment not to sync.

How do I track credit memo or vendor credit application?

Vendor credits and credit memos must be applied manually in both Key CashFlow and Xero.

Why do my bill sync as "Awaiting Payment"?

By default, all Bills sync as Authorized into Xero.

How do I stop bills/invoices syncing from Xero?

By default, transactions have a 2-way sync. To enable sync for transactions to ONLY sync from Key CashFlow to Xero, please contact Customer Support.

How can I view my bill documents from Xero?

Documents don't sync from Key CashFlow to Xero.

How and where do I sync?

Syncs are initiated from within Key CashFlow, in one of the following options:

  • Select the sync icon in the top right corner of Key CashFlow

or

  1. Select Settings
  2. Select Sync Now under Sync

Do I have to sit and wait for the sync to finish?

You can leave the sync screen at any time and continue to work in Key CashFlow. The sync icon at the top of any screen in Key CashFlow will show the current sync's progress.

Do I need to sync manually every time?

While you can sync manually at any time, the sync automatically runs approximately 24 hours after the most recent sync.

Why don’t I see my uploaded documents in Xero?

Select the link from a Xero invoice to view the bill and supporting invoice in Key CashFlow. Documents don't sync between Key CashFlow and Xero.

How do I resolve sync errors?

Many sync errors can be resolved on your own. Try pasting the error into the search bar in the Support Center, to find an article relating to your sync error. Follow the steps to troubleshoot and clear it. If the errors persist, please contact Customer Support.