Clockify & Xero

Connect Xero to Clockify to create a billing cycle. Send Clockify invoices to Xero and automatically receive payment status updates in Clockify.  

This action can be performed by workspace owner/admin. 

To use this add-on, you need to find it in the CAKE.com Marketplace and install it onto your workspace.

Connect Clockify and Xero #

After you’ve installed the add-on, proceed with connecting the two applications (Xero and Clockify). 

To connect Xero to Clockify:

1. Go to the Workspace settings and open the Add-ons tab
2. Find Xero add-on and open Settings
3. Click Connect Xero
4. Allow Xero to access your data and log in to your Xero account
5. Now choose Xero tenant (organization) you want to connect to your Clockify workspaces (Xero tenant = Clockify workspace)

After you connected the two apps, you need to go to the add-on settings where you have the following options: 

• Send invoice from Clockify to Xero
• Automatically sync invoice payments from Xero to Clockify 

Send invoice from Clockify to Xero #

To successfully send an invoice from Clockify, Xero invoice needs to be in a draft status. 

Enable this option to allow the Send to Xero action to appear on your Invoices page.

To send an invoice from Clockify to Xero:

1. Go to the Invoices page in Clockify
2. To send an individual invoice, click on the three-dots menu next to the invoice
3. Choose Send to Xero

To send the invoices in bulk, choose the Send to Xero option from the Add-on actions dropdown at the top right corner.

When you send an invoice, the status in Clockify will automatically be updated to sent.
When you edit an invoice in Clockify, you can send the updated version to Xero.  

Payment & status sync #

Sync payment and statuses from Xero to keeps your records updated.

Any payment amount received in Xero will be automatically synced and displayed in Clockify. 
The invoice status in Clockify will change immediately (e.g. to paid or partially paid) to be in sync with the Xero status.

Taxes in Xero are calculated differently than in Clockify which might lead to a difference in the totals when taxes are turned on.

Taxes in Xero #

The main reason for the difference in calculation is due to rounding on each line item in Xero.

Calculation method	Xero	Clockify
Rounding point	Rounds tax on each individual line item before sum up.	Rounds tax based on the invoice total.

To minimize the discrepancy, you can do the following: 

• With Xero API, developers can specify and override Xero’s default calculation with their own TaxAmount field when creating an invoice
• Add a rounding adjustment line item to the invoice in Xero to match the Clockify’s total

Créer le client #

When you send an invoice to Xero, the client info needs to match. 

If the client does not already exist in Xero (as a Contact), a new client record with the same name is created automatically. Also, if the client with the same name exists in Xero, then the invoice is created under the same contact.  

Clients/contacts are not case sensitive in Xero, which means that Clockify CliEnt will map with Xero contact.

Here are specific examples:

Scenario	Clockify client	Xero contact	Integration
Successful mapping	QuickBuild Solutions	A contact named QuickBuild Solutions already exists.	Invoice is successfully created under the existing Xero contact.
Automatically created	Sunshine Cafe	No contact named Sunshine Cafe exists.	Xero automatically creates a new contact named Sunshine Cafe and links the invoice to it.
Case-insensitive match	ACME Corp	A contact named Acme Corp already exists in Xero.	The system ignores capitalization and links the invoice to the existing Acme Corp contact.