Once you’ve got Xero integrated with Ordermentum, you’ll notice things just got a whole lot easier! Say goodbye to manual data entry and hello to accurate, up-to-date records.
Xero keeps your product info in Ordermentum fresh and accurate, and with our custom pricing feature, you won’t need to juggle duplicate items in Xero. This means your sales data is neat and ready for reporting.
What’s in this Guide?
Estimated Reading Time (9 - 10 minutes)
Enable the Integration (2 mins)
Syncing Products to Ordermentum (2 mins)
Setting up Tracking Codes (2 mins)
Auto Reconciliation (1 min)
Troubleshooting Issues? (1 min)
Before you begin
Make sure you have:
A Xero account with admin permissions.
Products in Xero that match your Ordermentum products, including SKUs.
Account codes for Sales, Invoices, Freight, Surcharge, and Clearing.
Enable the Integration
Follow these steps to connect Ordermentum to Xero.
Step 1: Open Integrations
In the Supplier Dashboard, go to Settings.
Select Integrations.
Step 2: Connect to Xero
Hover over the Xero tile.
Select Connect.
Sign in using a Xero admin account for the correct organisation.
Approve access for Ordermentum.
Step 3: Configure your invoice settings
After connecting, choose how invoices sync from Ordermentum to Xero.
Term Definitions:
Sales Account Code: The default sales code for products in Ordermentum without a specific sales code.
Invoice Account Code: The default account for all invoices synced from Ordermentum to Xero.
Invoice Default Status: How your invoices will appear in Xero after syncing.
Freight Account Code: The expense code used for syncing freight items.
Surcharge Account Code: The code for syncing surcharge items.
Clearing Account Code: The default code for clearing items.
Automatic Sync Invoices: This keeps all invoices automatically synced from the moment you connect.
Invoice Mark as Paid: If an invoice isn’t marked as paid in Ordermentum, it will be updated to "Paid" once it’s reconciled in Xero.
Syncing Products into Ordermentum
You can sync all your Xero items into Ordermentum so prices and product details stay aligned.
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.
How Product Sync Works
Select Sync Products in the Xero integration settings.
New items appear in the Unsorted category in Ordermentum.
Future updates in Xero flow into Ordermentum each time you run a sync.
Product sync pulls all products from Xero — you can’t sync items individually.
You can later deactivate products you don’t need.
What Product Info Syncs from Xero
Here’s what gets pulled over from Xero to Ordermentum:
Item Code
Item Name
Unit Price
Sales Code
GST status (GST or GST-Free)
Item Description
Setting Up Tracking Codes
If you use tracking codes in Xero, here’s how to set them up in Ordermentum so they sync whenever you create an invoice.
Step 1: Get your tracking category from Xero
Find your tracking category name and options in Xero > Advanced Settings.
The category name must be one word (no spaces) for mapping.
Example:
Tracking category in Xero → Region
Options → NSW, VIC, QLD
Step 2: Create a tracking property in Ordermentum
Create a Dropdown Property in Ordermentum (see “Setting Up Properties” for help).
Name the property to match what you are tracking (e.g., Region).
Add a property tag using this format:
xero_<tracking category name>
Example:xero_RegionAttach the property to Orders, Invoices, and Products.
Make sure the dropdown options match the options in Xero exactly.
Step 3: Apply tracking options to products
For individual products:
Open the product.
Scroll down to the Properties section.
Select the correct tracking value from the dropdown.
For multiple products:
Go to the Products page.
Select multiple items.
Choose the relevant tracking category.
On the upper right, select Actions > Update properties and submit.
5. Select the tracking category you want to apply to the product and click submit to apply it.
Your tracking categories will now sync across to your invoices in Xero:
Setting up Auto Reconciliation
Auto Reconciliation creates batch deposits in Xero that match payments processed through Ordermentum.
When enabled:
All invoices sync to Xero as Awaiting Payment.
Edits or cancelled orders automatically update in Xero.
Payment batches match what you see in your Ordermentum reporting.
See: Xero Auto Reconciliation Guide.
Running into Issues?
Integrations can sometimes be tricky, but we’ve put together a handy set of resources to help you out.
Why aren’t my products syncing from Xero?
SKUs may not match between Xero and Ordermentum.
Xero user may not have admin permissions.
Xero item may be archived or missing mandatory fields.
Why does my invoice show the wrong account code?
The product’s Sales Code takes priority over the default Sales Account Code.
Check if custom pricing or product properties override defaults.
Why didn’t my invoice auto-sync?
Automatic Sync Invoices may be turned off.
The Xero connection may need to be reauthenticated.
Frequently Asked Questions
Can I sync only one product from Xero?
No. Product sync pulls all items from Xero. You can deactivate unwanted items afterwards.
Does changing a price in Xero update it in Ordermentum?
Yes. The next time you run a Product Sync, updated prices flow into Ordermentum.
Can I use more than one tracking category?
Yes — Xero supports multiple tracking categories. Just create a matching property for each.
What happens if an invoice is edited after syncing?
Ordermentum automatically updates the invoice in Xero if Automatic Sync Invoices is enabled.
Need More Help?
If you experience any issues while setting your public holiday closure dates or if the feature doesn’t update as expected, please contact our support team:
📧 Email: support@ordermentum.com
📞 Phone: 1300 336 724
💬 Chat: Use the chat bubble at the bottom-right of your Ordermentum screen