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Setting up the Autotask to Xero Integration

This guide will walk you through our streamlined Setup Wizard to connect Autotask and Xero via the Cloud Depot platform.

 
Before you begin:
Please ensure that you have login access to both Xero and Autotask.
 

Product: Autotask to Xero Sync

Difficulty: Easy

Time to complete: 5–10 minutes

Before You Begin

Please ensure you have the following ready:

  • Autotask Credentials: You are required to setup a dedicated API User in Autotask (Security Level: API User).

  • Xero Admin Access: You must have the authority to authorize 3rd-party applications within your Xero organization.

Phase 1: Launch the Setup Wizard

  1. Log in to your https://platform.clouddepot.com/login

  2. Locate the Autotask to Xero product tile and click Setup Now.

  3. The Setup Wizard will appear. As you complete each step, a green checkmark will appear to track your progress. Click Begin Setup Now.

 

Step 1: Connect to Autotask

In this step, we establish a secure link to your Autotask instance.

  • Enter your Autotask Username and Password.

  • Note: Using an API User is free in Autotask

  • Click Save Changes. Cloud Depot will test the authentication immediately. If successful, you will proceed to Step 2.

Step 2: Authenticate with Xero

Cloud Depot uses a secure OAuth connection to communicate with Xero.

  1. Click Connect to Xero.

  2. You will be redirected to the official Xero login page.

  3. Once logged in, select the Xero Organization you wish to sync with.

  4. Click Allow Access. You will be automatically redirected back to the Cloud Depot Wizard.

Step 3: Select Your Pricing Plan

Choose the plan that best fits your business volume. We offer tiered plans based on the number of invoices synced per month.

Step 4: Configure Initial Sync Options

Define how you want your invoices to behave during the first sync.

  • Invoice Status: Choose whether invoices should arrive in Xero as Draft, Awaiting Approval, or Approved.

  • Sync Direction: Confirm your preferences for syncing Purchase Orders or Expenses.

  • Tip: You can refine these settings later in the "General Settings" menu.

Step 5: Map Your Chart of Accounts

To ensure your accounting stays clean, map your Autotask data to your Xero Account Codes:

  • Default Sales Account: Select the fallback Xero account code for revenue if no specific mapping is found.

  • Default Currency: Set the base currency for your Xero organization.

  • Purchase Order Accounts: Select your default accounts for COGS (Cost of Goods Sold) and Freight/Courier charges. Note: These are required even if you primarily use the sync for outbound Invoices.

Setup Complete!

Congratulations, your integration is now active. The Autotask to Xero sync options will now appear in your left-hand navigation panel.

Next Recommendation: We suggest running a single manual sync of one test invoice to verify that your account mapping and tax settings are appearing exactly as expected in Xero.