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Xero Setup Guide

Connect your Xero accounting software to automatically sync contacts, invoices, and payments with PayChase AI for intelligent follow-up automation.

What You'll Learn

  • How to connect your Xero organization securely via OAuth 2.0
  • Configure sync settings for contacts, invoices, and payments
  • Set up automated nightly synchronization with PKCE security
  • Enable intelligent email sequences for overdue invoices

Prerequisites

Required Access & Subscriptions

Xero Requirements:

  • • Active Xero subscription (any plan)
  • • Standard or Advisor user role
  • • Active organization with data
  • • Internet connection for OAuth

PayChase AI Requirements:

  • • Professional or Enterprise plan
  • • Active PayChase AI account
  • • Admin access to integrations
  • • Modern web browser

🔒 Plan Requirement

Xero integration is available exclusively in Professional ($79/month) and Enterprise plans.

Step-by-Step Setup

1

Access Integration Dashboard

Navigate to your PayChase AI dashboard and access the Xero integration settings.

Navigation Path:

Dashboard → Integrations → Xero → Connect Account

2

Initiate PKCE OAuth Connection

Click "Connect Xero" to start the secure OAuth 2.0 with PKCE authentication process.

🔐 Enhanced Security:

  • • Uses OAuth 2.0 with PKCE for maximum security
  • • You'll be redirected to Xero's official login page
  • • PayChase AI never sees your Xero password
  • • All data transmission is encrypted with TLS 1.3
  • • You can revoke access anytime from Xero settings

⚠️ Important:

Make sure pop-ups are enabled for PayChase AI. The OAuth flow opens in a new window.

3

Select Xero Organization

Choose which Xero organization you want to connect to PayChase AI.

Multi-Organization Support:

  • • Select the organization with your invoice data
  • • You can connect multiple organizations separately
  • • Each organization requires its own connection
  • • Demo organizations are excluded automatically

💡 Tip:

Choose your main business organization where you manage client invoices and payments.

4

Authorize PayChase AI

On the Xero authorization page, review and approve the requested permissions.

PayChase AI requests access to:

  • • Read contact information
  • • Read invoice data and status
  • • Read payment records
  • • Read organization details
  • • Read chart of accounts
  • • Read currency information
  • • Read tax rates and settings
  • • Read tracking categories

✅ Read-Only Access:

PayChase AI only requests read permissions. We never modify your Xero data.

5

Configure Sync Settings

Customize how PayChase AI syncs with your Xero organization.

Sync Configuration Options:

Data Sync:
  • ✓ Import all active contacts
  • ✓ Sync outstanding invoices
  • ✓ Track payment statuses
  • ⚪ Include paid invoices (optional)
Automation:
  • ✓ Auto-start sequences for overdue
  • ✓ Stop sequences on payment
  • ✓ Nightly sync (2 AM local time)
  • ✓ Multi-currency support

💡 Recommended Settings:

  • • Enable automatic sequence start for overdue invoices
  • • Set sync frequency to daily for active businesses
  • • Include paid invoices for better client analytics
  • • Configure timezone to match your business location
6

Initial Data Sync

Perform the first synchronization to import your Xero data.

✨ First Sync Process:

  1. Click "Start Initial Sync" button
  2. Monitor progress in real-time dashboard
  3. Review imported contacts and invoices
  4. Verify data accuracy and completeness
  5. Enable ongoing automation features

⏱️ Sync Duration:

Initial sync typically takes 3-7 minutes depending on your data volume. Large organizations (1000+ invoices) may take up to 20 minutes.

Post-Setup Configuration

Email Sequence Automation

Configure automated follow-ups for overdue Xero invoices.

  • • Set up sequence triggers by days overdue
  • • Customize email tones and content
  • • Configure escalation schedules
  • • Enable payment detection and auto-pause

Sync Monitoring

Track sync performance and resolve any issues.

  • • Monitor daily sync status and logs
  • • Review imported vs. skipped records
  • • Handle sync errors and conflicts
  • • Optimize sync performance settings

Multi-Currency Support

Global Business Features

PayChase AI fully supports Xero's multi-currency capabilities for global businesses.

Currency Features:

  • • Automatic currency detection
  • • Exchange rate synchronization
  • • Multi-currency invoice tracking
  • • Currency-specific email templates

Supported Currencies:

  • • All Xero-supported currencies
  • • Real-time exchange rates
  • • Currency-aware analytics
  • • Localized number formatting

Common Issues & Solutions

OAuth Connection Failed

Possible Causes:

  • • Pop-up blocker preventing OAuth window
  • • Browser cookies or cache issues
  • • Outdated browser version
  • • Xero service temporarily unavailable

Solutions:

  1. Disable pop-up blocker for PayChase AI domain
  2. Clear browser cache and cookies
  3. Try a different browser (Chrome, Firefox, Safari)
  4. Check Xero status page for outages

Organization Selection Issues

Possible Causes:

  • • Insufficient permissions for organization
  • • Demo organizations being selected
  • • Multiple users accessing same organization
  • • Organization subscription expired

Solutions:

  1. Verify you have Standard User or Advisor role
  2. Select your active business organization
  3. Ensure organization subscription is active
  4. Contact Xero admin to verify permissions

Currency or Data Format Issues

Possible Causes:

  • • Multi-currency setup complexity
  • • Date format inconsistencies
  • • Special characters in contact names
  • • Large invoice amounts causing overflow

Solutions:

  1. Review currency settings in both systems
  2. Check date format preferences
  3. Simplify contact names if needed
  4. Contact support for data format assistance

Next Steps

Your Xero integration is ready! Here's what you can do next to maximize your automation: