Overview
Integrating Mavenlink’s powerful project management capabilities with the time-saving tools of Xero GL, you can speed up time and expense tracking and deliver projects more predictably and profitably. With the functionality of Xero’s general ledger, you can create and send custom invoices from Mavenlink's time and expense entries to gain greater visibility into the status of your payments.
Below are some of the scenarios and options that you’ll use when setting up the integration.
Mavenlink Invoices to Xero
When an invoice is generated in Mavenlink, Time Entries, Expenses, Fixed Fee Items and Additional Items are pushed to Xero. Then, when an invoice is fully paid in Xero, the payment is logged in Mavenlink. Options for this scenario are:
- Select the Xero Account Code with which Mavenlink Line Items are associated.
- Select the Xero Item Code with which Mavenlink Line Items are associated.
- Select the custom field that contains the Client Contact associated with the invoice.
- Select the custom field that contains the Account Code or Name.
Mavenlink Timesheets to Xero Journal Entries
After a timesheet gets approved in Mavenlink, a Journal Entry is created in Xero. Options for this scenario are:
- Select the Xero account that contains the Time Entries.
- Select the Xero account that contains the journal line balance.
- Select the Default Bill Rate for non-fixed fee and empty rates.
Mavenlink Expense Reports to Xero Expense Claims
After an expense report gets approved in Mavenlink, an Expense Claim is created in Xero. There is one option for this scenario.
- Select the custom field that contains the Xero contact.
Field Mappings
Invoices
| Mavenlink | Direction | Xero |
|---|---|---|
| ACCREC (Sales Invoice) | → | Type |
| Invoice Preferences: Client Name (defaults to Client Name when Custom Contact Field not defined in scenario) |
→ | Contact Name |
| Invoice Date | → | Date |
| Due Date | → | Due Date |
| User Invoice Number | → | Invoice Number |
| Purchase Order | → | Reference |
| Currency | → | Currency Code |
| Authorized | → | Status (Awaiting Approval) |
Invoice Mapping: Time Entries
| Mavenlink | Direction | Xero |
|---|---|---|
| Workspace—Story | Date / User / Notes | → | Description |
| Hours | → | Quantity |
| Amount | → | Unit Amount |
| Amount*Tax rate | → | Tax Amount |
| Configurable Option | → | Item Code |
| Configurable Option | → | Account Code |
Invoice Mapping: Expenses
| Mavenlink | Direction | Xero |
|---|---|---|
| Mavenlink | Direction | Xero |
| Workspace—Story |Date / Category / Notes | → | Description |
| Amount | → | Unit Amount |
| Amount * Tax rate | → | Tax Amount |
| Configurable Option | → | Item Code |
| Configurable Option | → | Account Code |
Invoice Mapping: Additional Items
| Mavenlink | Direction | Xero |
|---|---|---|
| Mavenlink | Direction | Xero |
| Additional—Notes | → | Description |
| Amount | → | Unit Amount |
| Amount * Tax rate | → | Tax Amount |
| Configurable Option | → | Item Code |
| Configurable Option | → | Account Code |
Invoice Mapping: Fixed Fee Items
| Mavenlink | Direction | Xero |
|---|---|---|
| Mavenlink | Direction | Xero |
| Workspace—Story |Fixed-Fee / Notes | → | Description |
| Amount | → | Unit Amount |
| Amount * Tax rate | → | Tax Amount |
| Configurable Option | → | Item Code |
| Configurable Option | → | Account Code |
Invoice Mapping: Payments
| Mavenlink | Direction | Xero |
|---|---|---|
| Mavenlink | Direction | Xero |
| Message | ← | Full payment received via Xero |
Expense Mapping
| Mavenlink | Direction | Xero |
|---|---|---|
| Mavenlink | Direction | Xero |
| Expense Contact Name (project-level custom field—defined in scenario) |
→ | Receipt From |
| Expense Date | → | Date |
| Expense Amount | → | Total |
| Expense Notes | → | Description |
| Expense Amount | → | Unit Price |
| Expense Category | → | Account |
Timesheet Mapping
| Mavenlink | Direction | Xero |
|---|---|---|
| Mavenlink | Direction | Xero |
| Timesheet Submission ID | Timesheet Period: Timesheet Notes | → | Narration |
| Date Synched to Xero | → | Date |
| Time Entry ID | Date for which time was logged: Time Entry Notes | → | Description |
| Xero Account for Time Entries (defined by scenario option) | → | Account |
| → | Tax Rate (based on the Xero account definition) | |
| Subtotal of All Credit Amounts | → | Debit Amount |
| Time Logged * Rate | → | Credit Amount |
Availability and Access
This integration is available to all Mavenlink Premier and Enterprise customers. The integration requires API access to Xero through a private application. To get started, speak with your Account Executive or Client Success Manager, or email support@mavenlink.com.
