Export Invoices to Xero
Send extracted invoices and receipts from DocuClipper straight into Xero as bills.
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Once DocuClipper has extracted your invoices and receipts, you can push them into Xero as draft bills in a couple of clicks. The contact, invoice number, date, due date, line items, and totals all map over automatically.
Prerequisites
- A Xero account with access to the organization you want to send bills to.
- At least one invoice or receipt processed in a DocuClipper project.
Connecting Xero
- Click Manage Integrations in the left sidebar (or go to
/manageIntegrations). - Find Xero and click Connect Xero, then sign in.
- Authorize DocuClipper and pick the Xero organization.
You only need to do this once per organization.
Exporting invoices
- Open the project containing the processed invoices.
- Select the invoices you want to export (or filter to only approved ones).
- Click Download / Export → Send to Xero.
- Confirm the target organization.
DocuClipper creates a draft bill in Xero for each invoice (drafts, not approved bills) so you always get a chance to review before anything hits your ledger.
Field mapping
| DocuClipper field | Xero field |
|---|---|
| Vendor / supplier | Contact |
| Invoice number | Reference |
| Invoice date | Date |
| Due date | Due date |
| Line items | Line items (with description, quantity, unit amount) |
| Tax total | Tax |
| Total | Total |
If a contact with the same name exists in Xero, DocuClipper attaches the bill to it. If not, DocuClipper creates a new contact.
Setting a default account
If most of your bills should post to the same account (a common case for firms with one main expense bucket), set a project-wide default so DocuClipper fills it in automatically on every export.
- Open the project and click Project Settings.
- Go to the Invoices tab.
- Under Default account code, pick the account from the dropdown. The list comes directly from your connected Xero organization's chart of accounts and shows both the code and the name (for example,
4305 - Temporary Labor). - Click Save.
From now on, every line item that doesn't already have an account assigned (from a vendor rule or manual edit) will export to that account. Lines that do have an account keep their own value, and you can still override per line in the editor.
Child projects inherit the default from the parent unless you set a different value at the child level.
If your project isn't linked to Xero or QuickBooks Online yet, the field accepts free-text — but switching to the dropdown after you connect is recommended so you can't typo a code that doesn't exist.
Tips
- Run the invoices through your approval workflow first so only clean data gets sent.
- Map recurring vendors to the correct Xero account once using invoice rules; the GL account flows through on export.
- If an export fails, check the job history at
/jobsfor the Xero error message (usually a missing contact or an invalid tax rate).
What happens when DocuClipper flags an invoice as a duplicate
DocuClipper checks every newly extracted invoice against your last 90 days of uploads. When it finds another invoice with the same vendor, the same total (within ±$0.01), and a date within ±3 days, it flags the new one as a possible duplicate and suppresses the auto-sync to Xero so you don't accidentally create a duplicate draft bill.
Open the flagged invoice in the editor to see the yellow warning. If you confirm it's a real new bill, click Sync to Xero anyway inside the alert to push it through. The duplicate flag stays on the row for audit.
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