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Product Overview: Autotask to Xero Integration

The Cloud Depot Autotask to Xero integration is a powerful automation bridge that connects your operational engine (Autotask PSA) with your financial engine (Xero).

Why Integrate Autotask & Xero?

The goal of this integration is to create a Single Source of Truth for your business data.

  • Eliminate Double Entry: Stop manually re-keying invoices or purchase orders from Autotask into Xero.

  • Reduce Human Error: Prevent typos, incorrect GL codes, and missed line items that occur during manual transfers.

  • Accelerate Cash Flow: Sync payment data back from Xero to Autotask. Project managers can see "Paid" vs. "Overdue" statuses in real-time without asking the finance team.

  • Scale Without Overhead: Handle more clients and higher invoice volumes without increasing administrative headcount.

Core Sync Capabilities

1. Invoice Synchronization

Push approved invoices from Autotask to Xero. You can configure invoices to arrive as Drafts for a final review or Approved for immediate sending. 

Click here for more information about setting up invoice options

2. Contact & Customer Mapping

Cloud Depot matches Autotask accounts to Xero customers using the account name. For more complex setups, you can use User-Defined Fields (UDFs) or Account Number matching to ensure the right data goes to the right customer record. 

Click here for more information on setting up a contact UDF in Autotask

3. General Ledger (GL) Mapping

Link your Autotask GL codes directly to Xero Account Codes. This ensures your revenue and expenses are categorized correctly in your financial reports from day one.

Click here for more information about setting up your account codes

4. Purchase Orders & Procurement

Transfer procurement data from Autotask to Xero as either Bills (Accounts Payable) or Purchase Orders. 

Click here for more information about setting up purchase orders

5. Payment Sync (The "Round Trip")

When you reconcile a payment in Xero, Cloud Depot automatically updates the corresponding invoice in Autotask to "Paid." This keeps your service team informed about client standing without needing access to your accounting software.

Advanced Customization (Optional)

Tailor the integration to your specific business needs with our advanced modules:

  • Tracking Categories: Map Autotask data to Xero Tracking Categories for deep department-level reporting.

  • Branding Themes: Align your Xero branding themes with Autotask templates for a consistent client experience.

  • Tax Mapping: Ensure complex tax treatments (multi-state or international) are consistent between both platforms.

  • Product & Service Mapping: Precisely map Autotask services and products to your Xero Inventory items.