Configuring Your Invoice Sync Options

Because the Autotask API structures data slightly differently to the Autotask web console, we have optimised our mapping so Xero invoices closely mirror the original layout. Minor variations may still occur, and our support team can work with you on advanced configuration if you would like to further refine the presentation.

 

1. The Workflow: Import Status (Invoices import into Xero as)

Choose how invoices should first appear in your Xero organization. We recommend starting with Draft to verify your data mapping before moving to a fully automated workflow.

• Draft (Recommended): Invoices are synced but require a manual "Approve" click in Xero. Great for initial testing.

• Approved: Invoices are marked as Approved immediately upon sync.

• Approved and Set as Sent: Invoices are marked as Approved and the "Sent" flag is checked in Xero.

  • Note: This does not physically email the invoice to the customer; it only updates the status within Xero.

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2. The Identity: Invoice Numbering (Xero Invoice Numbers)

Consistency between platforms is key for reconciliation. You can choose which system "owns" the invoice number.

• Use Xero Invoice Numbers: Xero generates the next available number in its sequence. This effectively eliminates sync conflicts.

• Use Autotask ID Number: Invoices will be formatted as INV:{AutotaskID}. This provides a direct link to the Autotask record and reduces conflicts.

• Use Autotask Invoice Numbers: Uses the specific invoice number generated by the Autotask billing run. (see caution note below)
  
  

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3. Invoice Due Date:

1. Default Behaviour (Autotask Driven)

By default, Cloud Depot pulls the Due Date directly from the invoice record in Autotask. This date is usually calculated in Autotask based on the "Payment Terms" assigned to that specific Company (e.g., Net 30, Due on Receipt).

• Pros: Keeps both systems perfectly mirrored.

• Cons: If your service team hasn't updated the terms in Autotask, but your finance team has updated them in Xero, the Xero data will be "wrong" because it was forced to use the Autotask date.

2. The "Override Due Date" Option (Xero Driven)

In your Invoice Options, there is a setting in Xero Advanced Options to Override Xero Invoice Due Date with the Xero Customer Card. If no date is setup it will default back to the option above.

When enabled, Cloud Depot ignores the date coming from Autotask and instead tells Xero: "Here is the invoice; apply whatever due date rules you have saved for this specific Contact."

• When to use this: Use this if your accounting team manages all credit terms and payment dates exclusively within Xero.

• The Benefit: It ensures that if a customer has "Special Terms" (like 45 days) set up in Xero, the sync won't accidentally overwrite it with the standard 30-day term from Autotask.

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4. Sync History (How many days back should invoices be synced)

This option defines how far back in time the sync should look for invoices. Any invoice that already has a Web Service Date set in Autotask will be excluded from syncing. You can clear this date from the Invoice History page in the Autotask console if you need the invoice to sync.

If you are just starting, we recommend setting this to a small number.

• Once your sync is running smoothly, a 30-day window is recommended

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5. Autotask to Xero Contact Matching (In Advanced Option)

Cloud Depot matches your Autotask Companies (Accounts) to Xero Contacts.

• Match by Name: By default, we match by exact name.

• Case Sensitivity: Xero can be configured to treat company (contact) names as case sensitive. We recommend enabling the option “Turn off contact name case sensitivity between Autotask and Xero” 

• Update Xero Contacts: When enabled, Cloud Depot will update the contact’s address and details in Xero with the latest information from Autotask each time a new invoice is synced. 
  
  

  (please read the caution below)

• Match by Account Number: 

  
  How to use: Matching by Account Number

  Use this method when the company names stored in Autotask and Xero differ but need to sync to the same underlying contact record.

   

 

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4. The Presentation: Line Item Formatting

Customize how information from Autotask appears to your customers in Xero.

• Show Resource on Invoices: Adds the technician's name to the description for ticket-based line items.

• Show Date in Description: Prepends the ticket date to the start of the line item description.

• Hide Service Contract Descriptions: Strips the long contract descriptions to keep the invoice clean and professional.

• 4 Decimal Place Rounding: Enables support for unit amounts with up to 4 decimal places.

  • Important: This must also be enabled within your Autotask system settings to prevent rounding discrepancies.

• Paid Invoices Only: An optional setting to only sync invoices once they have been marked as fully paid in Autotask (Contact support to enable).

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5. Advanced Options

• Fault sync if no Autotask billing items attached: We recommend enabling this option, as an invoice with no billing items almost always indicates a sync issue.

• After-hours quiet mode: Because Autotask and Xero enforce strict usage limits, this feature shifts non-urgent sync activity outside business hours, helping your daytime invoice processing remain fast and reliable.
• Void Autotask Invoices: When enabled, this option will void or delete the corresponding Xero invoice when it is voided in Autotask. Please refer to this article for more information.

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