Getting Started
Before you integrate Gas Engineer Software with Xero, you will need two things:
Gas Engineer Software can sync your customers, invoices, and payments to Xero. If you would like to import all your existing customers from Xero into a new Gas Engineer Software account, please contact support. We will be happy to do a bulk import for you.
How it works
Gas Engineer Software offers two-way synchronisation with Xero. This means that changes made on either system will automatically reflect on the other.
For example, any new customers or invoices created in Gas Engineer Software can automatically sync across to Xero as you edit them or when you create an invoice for them - nice and easy! 😄
Using your Xero account to log into Gas Engineer Software
You are now able to use an existing Xero account to sign up or log in to Gas Engineer Software.
To do so, simply click on the 'Log in with Xero' / 'Sign up with Xero' buttons on the login/signup pages:
How to link your Xero and Gas Engineer Software Accounts
Head to your Integration Settings.
Click "Connect to Xero". This will redirect you to Xero's website where you will be prompted to log into your Xero account.
Once redirected back to Gas Engineer Software, select your bank account and your default Xero account. Tick the two options for syncing both Customers and Invoices, then click "Save":
Tip: If you have not added your bank account yet, it is highly recommended that you do so now before authenticating. If there is no bank account, a dummy one will be created for payments. If payments get made to this account, you can only move them from it individually to another bank account at a later date. This is avoidable if you add your bank first.
After this step has been completed, your Gas Engineer Software account will then be linked with your accounting software. The status indicator on your Integration Settings page should now indicate that the integration is active.
From this point, any new customers or invoices created in Gas Engineer Software will sync across to Xero (as long as you have both Customers and/or Invoices ticked in your Xero settings).
To avoid invoice number conflicts, go to Invoice Payment Terms & Certificate Numbering and update your starting invoice number to continue from where your existing invoices left off in Xero. Alternatively, add a prefix such as 'GES-' to keep your Gas Engineer Software invoices easily distinguishable.
Frequently Asked Questions
How does Gas Engineer Software sync customer and address data with Xero?
Customer Record Synchronisation
When syncing customer data from Gas Engineer Software to Xero, a single Gas Engineer Software customer is linked to a single Xero customer record. This means that:
Gas Engineer Software does not create or sync separate Xero customer records for different properties or addresses associated with the same Gas Engineer Software customer. All properties or addresses under one Gas Engineer Software customer will be tied to the same Xero customer record.
Address Synchronization
Gas Engineer Software handles address synchronization with Xero as follows:
Only the billing address from Gas Engineer Software is synced to Xero.
Xero supports a single delivery address, whereas a Gas Engineer Software customer can have multiple job addresses.
If you need a delivery address to appear in Xero, you must manually add it there.
Note that Gas Engineer Software invoices already display the job address, so this information is not lost.
How do I disconnect from Xero and stop the integration?
Open your Integrations Settings, and remove it from there by clicking on the disconnect button.
How can I sync my historical or older invoices from Gas Engineer Software?
If you have a few older records to sync, you can open them individually on the Gas Engineer Software web portal, click edit, and then re-issue the invoice. This will update the invoices, timestamp, and sync them over immediately.
This process works the same for contacts/customers. Any edits to a contact not already in Xero will sync that contact over immediately.
If you have a large amount of invoices you want to sync, please contact support, and we can run a bulk sync for you.
How do I import my customers from Xero to Gas Engineer Software
If you would like to import all your existing customers from Xero into a new Gas Engineer Software account, please contact support. We will be happy to do a bulk import for you.
When and how does data sync occur? Is it manual, automatic, on login, in real-time, and are there any settings related to synchronising?
Syncing usually occurs straight away, but there can be delays depending on your current connection.
This process is automatic, meaning if you issue an invoice, it will sync the invoice and the customer without you having to manually do anything.
There are only 2 settings for the synchronisation once you have set up and authenticated the integration: Whether you want to sync customers and sync invoices.
Note: You must have sync customers enabled before invoices can be synced as well.
How does CIS work with the Xero integration?
Invoices you create in Gas Engineer Software with CIS line items can sync seamlessly to your Xero account. However, for this to work, you must first enable CIS in your Xero account. You can find an article from Xero here to guide you on how to do this.