How to Connect Buildern with Xero

Before you begin, make sure:

To connect your Buildern account to Xero:

4. Select the Xero organization you want to connect.

5. Click Allow Access to grant Buildern permission to access your Xero account.

You will be redirected back to Buildern to begin configuring the integration.

Buildern can sync projects with Xero Tracking Categories.

To enable project syncing:

Once enabled, a Projects checkbox will appear at the top of the page.

When enabled, all newly created Buildern projects will automatically create corresponding Tracking Category Options in Xero.

Buildern can automatically send Bills and Client Invoices to Xero when they are created.

Enable:

When these options are enabled newly created bills and invoices will display a Send to Xero checkbox.

Buildern can also import bills and expenses created directly in Xero.

Enable: Bring Bills from Xero

Bills and expenses created in Xero will automatically appear in Buildern.

You can also enable: Import Bills from Synced Projects

This option limits imports to bills associated with projects that are already synced between Buildern and Xero.

Enable Bring Contacts from Xero to automatically import contacts from Xero into Buildern.

When enabled:

Buildern allows Cost Codes to sync with either:

Option 1: Xero Products and Services - Cost Codes will be created and synced with Xero Products and Services.

Option 2: Xero Chart of Accounts - Cost Codes will be created and synced with Xero General Ledger Accounts.

Buildern uses a one-to-one relationship when syncing Cost Codes.

This means:

Next, select the default Xero accounts Buildern should use for different transaction types.

Default Account for Bills - Select the expense account that should be assigned to bill line items when syncing bills to Xero.

Default Account for Client Invoices - Select the income account that should be assigned to invoice line items when syncing client invoices to Xero.

Default Account for Bill Payment Records - Select the account that should be used when bill payment records are created in Xero. This is typically a bank account or another account type supported by Xero for recording outgoing payments.

Default Account for Client Invoice Payment Records - Select the account that should be used when client invoice payment records are created in Xero. This is typically a bank account or another account type supported by Xero for recording incoming payments.

Default Account for Retainage - Select the account that will be used to track retainage amounts. Retainage represents a portion of a payment that is withheld until specific project milestones or contractual obligations have been completed.

Buildern bills contain a unique Bill ID and a Reference field

Choose which values Buildern should send to Xero:

After completing the configuration, click Save and Continue.

After saving your integration settings, Buildern will guide you through a series of sync windows. Depending on your configuration, you may see sync windows for:

Most sync windows contain two tabs:

These tabs allow you to decide how records should be matched between the two platforms.

For each row, you can choose one of three options:

Not Matched -The record will not be connected to any record in the other platform.

Create New - Buildern will create a new record in the opposite platform.

Select Existing - Choose an existing record to establish a connection between the two systems.

Once matched, the selected record becomes unavailable for additional matches to prevent duplicate mappings.

Once the integration setup is complete, your selected data will automatically sync between Buildern and Xero based on the configuration you have chosen.

You can return to Settings > Accounting Integrations at any time to modify sync settings, update mappings, or reconnect your Xero account.