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 PayMaker
  • 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 PayMaker
  • Vendor Credits are a 2-way sync
  • Funds Transfers are a 1-way sync from PayMaker to Xero
  • Bank Account Balance syncs from Xero to PayMaker
  • Bills in Xero contain a link, which takes you directly to the corresponding bill in PayMaker and opens in a separate tab
  • AR payments in PayMaker will only sync to Xero if applied to an invoice; overpayments/unapplied payments will not sync to Xero.
  • Auto Sync runs approximately 24 hours after your most recent sync. This timeframe is not adjustable.
  • Fast, single-click reconciliation for all bills paid on the same day.
  • Contacts connected to PayMaker 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 PayMaker, located at the top of your screen
  • Creating and updating of locations and departments will sync from Xero to PayMaker and/or PayMaker to Xero. Deletions made to these items, however, will not sync in either direction, they must be deleted manually in both systems.


What syncs and what doesn't?

Xero sync image

Why didn’t my Contacts sync to PayMaker?

Contacts may not come over to PayMaker because Xero has not 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 PayMaker?

  • In order to sync to PayMaker, 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 PayMaker.

Why didn’t my Tracking Categories show up?

The only Tracking Categories that sync between PayMaker and Xero are Location and Department; any other tracking category will not sync. If the tracking categories are Departments and Locations and they are still not syncing, it is possible that you have not 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, will not sync in either direction, they must be deleted manually in both systems.

In Xero - To add a Location

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

In Xero - To add a Department

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

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

There are a few reasons why some bills and/or invoices are not showing up in PayMaker:

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

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

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

How do I reconcile my PayMaker payments?

See our article on Xero: Reconciling the bank account.

How do I track payments made outside of PayMaker?

  1. Locate the bill in PayMaker
  2. Click More actions
  3. Click 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 PayMaker 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 PayMaker to Xero, please contact Customer Support.

How can I view my bill documents from Xero?

Documents do not sync from PayMaker to Xero.

How and where do I sync?

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

  • Click the sync icon at the top of your PayMaker account or
  1. Click settings
  2. Under Sync, click Sync Now

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 PayMaker. The sync icon at the top of any screen in PayMaker 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?

Click the link from a Xero invoice to view the bill and supporting invoice in PayMaker. Documents do not sync between PayMaker 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 above, 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.

If you do not see the described feature available in PayMaker, you may not have access to the feature based on permissions for your role and/or your plan does not have this feature. If you wish to get access to the feature, please review the available plans for PayMaker and upgrade accordingly or contact the Administrator of your PayMaker account. Changes in monthly user fees may apply.