Connect to Xero

Connect Kinabase to Xero to link records

to Xero contacts and items, create draft invoices and bills, and keep your tax codes and chart of accounts in sync.

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1. Before You Start

You will need:

Kinabase Max Plan

Accounting integrations are part of the Max plan. The settings page will prompt you to upgrade if your organisation is on a lower plan.

System admin access in Kinabase

Only System admins can connect, disconnect, or switch the active accounting integration.

A Xero sign-in with access to your organisation

You'll sign in to Xero during the OAuth flow. If your Xero sign-in has access to more than one organisation, Kinabase will ask which one to link.

Standard or Advisor user role in Xero

Read-Only Xero users cannot authorise the connection. Kinabase requests permission to read and write contacts, transactions, and settings.

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2. Connect Xero

1. Click your name in the bottom-left corner of Kinabase and select Settings.
2. Navigate to Settings → Integrations → Accounting & Payments.
3. Find Xero in the list of providers and click Connect.
4. You will be redirected to Xero to sign in and authorise Kinabase.
5. Review the access Kinabase is requesting (contacts, transactions, accounting settings, offline access) and click Allow access.
6. Xero will redirect you back to Kinabase. A confirmation alert reads "Successfully connected to Xero".

If your Xero sign-in has access to more than one organisation, a Select Xero Organisation dialog will open. Select the organisation you want to link to Kinabase and click Connect to Selected Organisation.

After connecting, Kinabase automatically pulls your Tax Codes and Chart of Accounts from Xero.

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3. Reference Data Synced From Xero

When you connect Xero, Kinabase populates two system collections that are available across your organisation:

Tax Codes

Each Xero tax rate (e.g. "20% (VAT on Income)", "Zero Rated Expenses") is imported with its rate, type (Output, Input, or Both), and status.

Chart Of Accounts (Ledger Codes)

Each Xero account is imported with its code, account type (Bank, Current, Fixed, Revenue, Expense, etc.), and class (Asset, Liability, Equity, Revenue, Expense).

You can re-sync this reference data at any time from the options menu (⋯) on the Xero row in Settings → Integrations → Accounting & Payments by clicking Sync Reference Data.

When the integration is disconnected, the synced tax codes and ledger codes are archived (kept for history) but no longer offered in active dropdowns.

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4. Link Records to Xero

Once Xero is connected, the Accounting pane appears in each collection's configuration. Use it to select what records

in that collection represent in Xero:

Customers & Suppliers

Each record can be linked to a Xero contact. Outstanding receivables and payables appear in the record details panel.

Products & Services

Each record can be linked to a Xero item. Sales and purchase pricing appear in the record details panel.

Invoices

Records track invoices created from their line items, including coverage and payment status.

Bills

Records track bills created from their line items, including coverage and payment status.

For a full walkthrough, see our guide on configuring collections for accounting.

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5. Use Xero from your Record

Open any record in a collection that has Xero linking enabled. A Xero card appears in the record details panel, on the right, with these controls:

1. Link - search for an existing Xero contact, item, invoice, or bill, or create a new one in Xero from the record.
2. Sync (refresh icon) - pull the latest data from Xero. A tooltip shows when it last synced.
3. Open in Xero (external link icon) - open the linked Xero record in a new tab.
4. Unlink - remove the connection. The record remains in Xero; only the link is removed.

Creating an Invoice or Bill

On collections configured for Invoices or Bills, a Create Invoice (or Create Bill) button is available. The modal lets you:

• Tick the line items to include.
• Adjust quantities (where not driven by a mapped field).
• Override the tax code and ledger code for each line.
• See per-line totals and the overall total.

Click Create Invoice (or Create Bill) to push the transaction to Xero. Invoices and bills are created as Draft in Xero, so you can review and approve them there.

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6. Switching Organisation

If you manage multiple Xero organisations, you can switch which one Kinabase is connected to without disconnecting first:

1. Go to Settings → Integrations → Accounting & Payments.
2. Open the ⋯ menu on the Xero row.
3. Click Change Organisation.
4. Select a different organisation in the dialog and confirm.

Reference data (Tax Codes, Chart of Accounts) is re-synced from the new organisation. Existing links to contacts, items, invoices, and bills from the old organisation will no longer resolve, so use this with care.

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7. Disconnecting Xero

1. Go to Settings → Integrations → Accounting & Payments.
2. Open the ⋯ menu on the Xero row.
3. Click Disconnect and confirm.

Kinabase stops syncing immediately. Records that were linked to Xero contacts, items, invoices, or bills keep their last-known data for reference, but Sync and Create actions will no longer be available. Tax Codes and Ledger Codes are archived.

Connecting QuickBooks while Xero is connected will disconnect Xero automatically. Kinabase will warn you with a Switch Accounting Provider dialog first.

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8. Xero-Specific Notes

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9. Troubleshooting

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Connecting Kinabase to your accounting system helps streamline your day-to-day activities and align your operations and financial processes.

See also: Connect to QuickBooks | Configuring collections for accounting.

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Need more help? Ask your System admin, or contact our support team via Help & Support.