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Xero Integration Overview

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.

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