Xero - Uku Integration
TL;DR: Connect Xero to Uku to import clients, products, and tax rates, then generate invoices in Uku and export them to Xero. Set up the integration from Settings & Apps and authorize Xero access to start importing data.
Who can do this
Company account administrators with access to Settings & Apps
Users must have a Xero account with appropriate permissions to authorize the connection
Requires the Team or Enterprise plan
What the integration offers
By connecting Uku to Xero, you can:
Import clients, products, and classificators from Xero to Uku (both adding new records and updating existing ones)
Use Uku's full feature set alongside Xero:
Workflow and task management
Time tracking
Reports
Monitoring
Billing
Generate invoices in Uku and export them to Xero
Setting up the connection
Open Settings & Apps.
Select the Xero integration.
Select Activate to enable the app.
If the Billing app is not yet activated, you will be prompted to activate it. It is strongly recommended to do so, as this enables creating invoices in Uku and sending them to Xero.
Select the Import tab.
Select Authorise Xero to start import. This opens the Xero login page. Sign in with your Xero credentials.
When prompted, grant Uku access to your organisation data:
If you have multiple organisations, choose which one to integrate with your current Uku account.
Review the list of data Uku will access. This access is required for the import. Select Allow access to proceed.
After authorisation, Uku fetches your clients from Xero and presents a list. Choose which clients to import and select Confirm.
After a successful import, a summary popup appears. Select View clients to see the import results.
Important: For every customer, Uku imports the primary person and their contact information only. Additional contact persons are not imported.
Imported data
After a successful import from Xero, the following data is available in Uku:
Clients and their contacts (primary person and contact information only)
Products, services, their tax rates, and sales accounts (found in Settings & Apps > Billing app > Product tab)
Updating data
Client sync between Uku and Xero is one-way: from Xero to Uku. If you have added new clients in Xero or updated existing ones, you can update your client base in Uku:
Open the Xero app and select the Import tab, then select Start import.
Uku fetches your clients from Xero and presents a list of new and existing clients. Choose which clients to add or update, then select Confirm.
After a successful import, a summary popup appears. Select View clients to see the import results.
Sending invoices to Xero
You can set up automated billing (Read how to set up automated billing) or create single invoices manually in Uku.
Configuring the Xero export
Open Settings & Apps.
Select the Billing app.
Open the Setup tab.
Choose Xero as your accounting service.
Exporting invoices
Open the Billing menu.
Select the All invoices tab.
Select the invoices you want to send.
Choose Export to send them to Xero.
You can later update invoice statuses based on Xero by selecting the invoices you want to update. If an invoice is only partially paid in Xero, Uku shows it as not paid.
Data flow between Uku and Xero
Import from Xero to Uku
Action "Import clients from Xero" (under Apps > Xero > Import):
Xero customers become Uku clients
Xero customer contact persons become Uku client contacts
Xero accounting tax rates become Uku billing VAT numbers
Xero accounting revenue accounts become Uku billing resource codes
Xero business products and services become Uku billing product codes and products
Action "Import classificators" (under Apps > Billing > Product):
Xero accounting tax rates become Uku billing VAT numbers
Xero accounting revenue accounts become Uku billing resource codes
Xero business products and services become Uku billing product codes and products
Action "Update status" (under Billing > bulk select):
Xero invoice fully paid becomes Uku client invoice paid
Export from Uku to Xero
Action "Export" (under Billing > bulk select):
Uku client invoices become Xero sales invoices
Troubleshooting
Xero authorisation page does not load: Check your browser's popup blocker settings. The Xero login page opens in a new window or tab, which may be blocked. Also ensure you are signed into Xero in your browser.
Import shows no clients: Verify that the Xero organisation you selected contains active customers. If you have multiple organisations, confirm you chose the correct one during authorisation.
Invoices fail to export to Xero: Ensure that Xero is selected as the accounting service in Settings & Apps > Billing > Setup. Also verify that the Xero authorisation has not expired; if it has, re-authorise from the Import tab.
Invoice status not updating after payment in Xero: Select the invoices in the Billing menu and use the Update status action. Remember that partially paid invoices in Xero show as not paid in Uku.