Overview
You can sync all your Xero items into Ordermentum so prices and product details stay aligned. This is a one-way sync — Xero is the source of truth, and changes flow into Ordermentum each time you run a sync.
Heads up: Selecting Sync Products updates or creates items in Ordermentum based on your Xero product list. If your Xero product prices aren't accurate, avoid syncing until they are.
Before you begin
You'll need access to your Xero integration settings in Ordermentum.
Make sure your product prices in Xero are accurate before syncing, since inaccurate prices will flow straight into Ordermentum.
How to sync your products
Go to your Xero integration settings in Ordermentum (Settings > Integrations > Click 'Manage').
Select Sync Products.
Ordermentum pulls all saleable items from your Xero account and creates or updates them accordingly.
Example: if Xero has a saleable item with Item Code BREAD-500G and no matching SKU exists in Ordermentum, a new product is created with that SKU. If BREAD-500G already exists in Ordermentum, its price, sales code, and tax setting are updated instead.
How product sync works
Here's what to expect when you run a product sync:
All saleable items in Xero are synced — you can't sync individual items selectively.
New items appear in the Unsorted category in Ordermentum.
Existing products are matched by SKU. If a product with the same SKU already exists, it's updated. If not, a new product is created.
Future updates in Xero (to price, tax status, or sales code) flow into Ordermentum each time you run a sync.
Product name, description, and external ID are set on the first sync only and are not overwritten on subsequent syncs.
You can deactivate products you don't need after syncing.
What product information syncs from Xero
The following fields are pulled from Xero and created or updated in Ordermentum:
Xero field | Ordermentum field | Updated on subsequent syncs? |
Item Code | SKU (used to match existing products) | No — match key only |
Item Name | Product Name | No — set on first sync only |
Item Description | Description | No — set on first sync only |
Unit Price | Base Price | Yes |
Sales Code | Sales Code | Yes |
GST Status (GST or GST-Free) | Tax Setting | Yes |
Sales code fallback
If a product in Xero doesn't have a sales account code set, Ordermentum falls back to your account's default sales account code. If neither is set, it defaults to account code 200.
After the sync
Once the sync is complete:
Review your products in the Unsorted category.
Move them into the appropriate categories.
Deactivate any products you don't want to appear in your ordering catalogue.
Troubleshooting
A product's price didn't update after syncing.
Check the Unit Price in Xero for that item — this is the field that maps to Base Price and updates on every sync. If the price in Xero is correct but Ordermentum still shows the old value, confirm the sync completed and try running Sync Products again.
A product's name or description is wrong, but syncing again doesn't fix it.
This is expected. Product Name, Description, and external ID are only set on the first sync — they're never overwritten by later syncs. Update the name or description directly in Ordermentum instead.
I'm seeing duplicate products after syncing.
Products are matched by SKU (Xero's Item Code). If a product was created in Ordermentum with a different SKU before the sync, it won't match the Xero item and a new product will be created instead. Check for SKU mismatches between the two systems.
I only want to sync one or two products, not my whole catalogue.
This isn't currently possible — Sync Products always pulls in all saleable items from Xero. There's no option to sync individual items selectively.
FAQs
Is the Xero-to-Ordermentum product sync two-way?
Is the Xero-to-Ordermentum product sync two-way?
No. It's a one-way sync — changes in Xero flow into Ordermentum, but changes made in Ordermentum don't flow back to Xero.
What happens to new items after they sync from Xero?
What happens to new items after they sync from Xero?
They appear in the Unsorted category in Ordermentum. You'll need to move them into the right categories yourself.
Will syncing overwrite the product name I've already set in Ordermentum?
Will syncing overwrite the product name I've already set in Ordermentum?
No. Product Name, Description, and external ID are only set on the first sync and won't be overwritten on later syncs.
What sales account code is used if my Xero item doesn't have one set?
What sales account code is used if my Xero item doesn't have one set?
Ordermentum uses your account's default sales account code. If that's also not set, it defaults to account code 200.
Need more help?
If products aren't syncing as expected after checking the steps above, contact Ordermentum Support with the affected product name or SKU and a description of what you're seeing in both Xero and Ordermentum.
Use the Help chat in the bottom-right corner, or email support@ordermentum.com.