Separate connection, sync, reconciliation and compliance responsibilities for Xero
Detailed client guidance covering separate connection, sync, reconciliation and compliance responsibilities for Xero, including prerequisites, exact controls, verification evidence, failure boundaries and safe recovery steps for the shipped Xero connector.
Audience: Administrators, finance staff and authorised integration operatorsPermission: ViewModule v1.0.0
Before you startConfirm the intended tenant, remote account or invoice context, and your View access. Keep credentials and tokens out of screenshots, tickets and exported evidence. If a previous write may have reached an external service, verify remote state before retrying.
What you’ll accomplish
Detailed client guidance covering separate connection, sync, reconciliation and compliance responsibilities for Xero, including prerequisites, exact controls, verification evidence, failure boundaries and safe recovery steps for the shipped Xero connector. This article is intentionally scoped to the behaviour enforced or exposed by the supplied module and does not treat provider marketing features as implemented integration capabilities.
How the workflow fits together
The connector keeps native CRM records authoritative while mapping verified Contact, ACCREC Invoice and Payment evidence in Xero. Queue, exception, API, reconciliation and compliance records are separate evidence layers, so each material action should be verified at both the native and remote sides.
Follow these steps
Open Xero Accounting Automation.
Confirm you are in the intended tenant and connected organisation and that your role has the required View access.
Review the module dashboard/menu and current connection state.
Confirm automation switches, role separation and pilot records before production use.
Use a non-critical representative record to prove create, update, verification, exception and audit behaviour.
Fields and decisions to review
This guide’s focusDetailed client guidance covering separate connection, sync, reconciliation and compliance responsibilities for Xero, including prerequisites, exact controls, verification evidence, failure boundaries and safe recovery steps for the shipped Xero connector.
Operating modelNative CRM clients, invoices and payments remain the operational source records; the connector adds controlled accounting synchronisation, reconciliation and evidence rather than a second competing CRM ledger.
PermissionsSeparate capabilities cover viewing, synchronising, reconciliation, document intake, reports, compliance, integration and settings. Administrators should grant only the capabilities required for the user’s role.
AutomationClient, invoice and payment automation are enabled by default in the supplied package, with immediate processing attempted where eligible and the cron queue retained for controlled retries.
Default queueThe default queue batch is 25 records with a maximum of 6 attempts; reference refresh defaults to 12 hours and connection-health attention to 24 hours.
EvidenceSuccessful remote work is verified before it is treated as complete; ambiguous writes are not blindly replayed.
How to confirm it worked
Reopen the native record and the relevant integration history/register. Confirm the stored remote accounting identifier, exact amount/status, latest timestamps and the expected audit or reconciliation evidence. If the provider-side state cannot be independently verified, keep the task unresolved and use the controlled exception or troubleshooting flow.
Questions clients commonly ask
What should I verify before I trust the result?Verify the native record, the mapped remote record, the stored remote identifier, the current status/amount and the audit or history evidence. A success message alone is not the accounting evidence.
Should I press the action again after a timeout?Not until you have checked the remote accounting service and the Exceptions/API evidence. A timeout can occur after the remote side accepted a non-idempotent write, so a blind retry can create a duplicate.
Does the connector replace the native CRM record?No. Native clients, invoices and payments remain the operational source records. The connector records mappings, remote evidence and controlled reconciliation around them.
What should I include in a support case?Include the native record ID, remote ID if known, date/time, action, exact visible error and request/audit identifier. Never send client secrets, access tokens, refresh tokens or authorization headers.
Technical basis for this guidance
This guide was checked against the supplied module code paths: controllers/Xero_accounting_automation.php; models/Xero_accounting_automation_model.php; libraries/Xero_api_client.php; libraries/Xero_reconciliation_service.php; libraries/Xero_document_import_service.php; views/admin; install.php; docs/FEATURE_MATRIX.md. It documents shipped behaviour, validation, routes and evidence controls; it does not claim successful live provider network calls from offline inspection.
Controls, checks and common mistakes
Work in the intended tenant and remote accounting/business context.
Do not paste credentials, access tokens, refresh tokens or private keys into tickets or notes.
Do not bypass a missing mapping, validation error, permission gate, duplicate check or remote-verification requirement.
Do not repeat a non-idempotent write until you know whether the previous request reached the remote service.
Keep native record, remote evidence and audit/history state aligned before closing the task.
Provider and accounting boundaryThe integration fails closed when required mapping, remote identity, validation, concurrency or verification evidence is missing. Do not bypass a blocker by editing unrelated records or repeating an uncertain write.
