Xero integration

Overview

Xero is a cloud accounting platform used by many care providers to manage their finances. Found's Xero integration connects your workspace directly to your Xero organisation(s), so invoices and credit notes created in Found can be sent to Xero in a single click — instead of exporting a CSV, importing it into Xero, and repeating that process every billing run.

Once connected, Found also matches or creates the right Xero contact for each funder, lets you configure how Found's information maps onto Xero's fields, and shows the status of every transaction and funder so your team can see at a glance what has made it into Xero.

Permissions

• Requires Found Pro, as part of the Integrations module.

• Only Admin users can connect, disconnect or reconfigure Xero. Manager and Staff users don't have access to this setup — but once it's set up, they can still send invoices to Xero from their normal screens if they have access to those.

Setting up the connection

Connect Found to Xero

1. Click Settings, then Integrations.

2. Find the Xero tile and click Settings.

3. Click Add Xero organisation.

4. Log in to Xero with the account you want to connect. Select every organisation you want to link to Found, then approve.

   

5. You'll be brought back to Found, where each organisation you approved now appears in a list.

Tip: connect using a shared finance email address rather than one person's individual login. That way the connection keeps working even if that person later leaves or loses their Xero access.

Link locations to each Xero organisation

Invoices can only be sent to Xero once their location has been linked to a Xero organisation.

1. On the Organisations tab, find the organisation you want to set up.

2. Click the menu next to it and select Assign locations.

   

3. Choose every Found location whose invoices should go to this organisation.

   

4. Click Save.

5. Repeat for each other organisation you've connected.

Note: each location can only be linked to one Xero organisation at a time.

Set up mapping (optional)

Found sets sensible defaults automatically when you connect, so you only need this if you want to customise it.

1. On the Xero Integration page, click the Mapping tab.

2. Choose the organisation you want to configure.

3. Check the Contact details — how the funder's name, email, phone and address will appear in Xero.

   

4. Set the Invoice details — what's used as the invoice reference.

5. Set the Transaction details — nominal code, tax code, tracking categories, and how the line description is built (for example, combining the service user's name with the service type).

   

6. Click Save mappings.

7. Repeat for any other organisation, as mappings are set up separately for each one.

Sending to Xero

1. Click Operations in the main navigation, then Invoices.

2. Click the Transactions tab.

3. Click Send to Xero, in the top right above the table.

   

4. Choose what to send — everything new since you last sent, or everything currently shown on your screen.

5. Review the summary that opens: how many items are ready to send, how many have already been sent, and any warnings (for example, a location that isn't linked to a Xero organisation yet).

   

6. Click Send to confirm.

7. Check the result: if everything went through, click Open Xero to see the drafts straight away. If anything failed, the reason is shown next to it — resolve it and repeat from step 3.

What happens when you send:

• Found automatically matches each funder to the right Xero contact, or creates a new one if it doesn't exist yet — you don't send funders separately.

• Invoices and credit notes are created in Xero as drafts — nothing is posted or paid automatically, so your finance team still reviews and approves them in Xero as usual.

• Once something has been sent successfully, it shows an "In Xero" label in Found.