Why Xero integration matters for agencies
If you're running an agency, you're probably creating invoices in one system and managing client relationships in another. This disconnect costs time, creates errors, and makes it harder to get a clear picture of your financial health.
ImpactiveAI's two-way Xero integration solves this by keeping your CRM and accounting software in perfect sync.
What you get with the integration
Push invoices to Xero
When you create an invoice in ImpactiveAI, you can push it to Xero with one click. The integration handles:
- Line items with descriptions, quantities, and amounts
- Contact matching (or creation) in Xero
- Currency support
- Tax calculations
- Auto-generated invoice numbers from Xero
Pull payments from Xero
When a client pays an invoice in Xero, the payment syncs back to ImpactiveAI automatically:
- 15-minute auto-sync cycle
- 30-day lookback window
- Payment status updates in real-time
- Triggers the Giving Engine when payments land
Contact synchronisation
Your CRM contacts and Xero contacts stay in sync:
- Company-to-Xero Contact mapping
- Primary contact details (name, email, phone) sync
- Search and import Xero contacts directly from ImpactiveAI
Setting up the integration
Step 1: Connect your Xero account
Navigate to Workspace Settings > Integrations and click "Connect Xero". You'll be redirected to Xero to authorise the connection.
Step 2: Configure defaults
Once connected, set your default preferences:
- Payment terms: The default number of days for invoice payment (e.g., 30 days)
- Sales account code: The Xero account code for invoice line items
Step 3: Start syncing
That's it. Your next invoice will have a "Push to Xero" option, and payments will start syncing automatically.
The Deal Won workflow
One of the most powerful features is the Deal Won workflow. When you move a deal to "Won" (either from the deal detail page or by dragging on the Kanban board):
- A dialog appears to create an invoice with line items
- You can optionally push the invoice to Xero immediately
- You can also create an Asana project from a template
- Date variables in the Asana template are presented as date inputs
Everything happens in one flow — no switching between tabs or systems.
Tips for getting the most from the integration
- Use Xero invoice numbers: When connected, invoice numbers are generated by Xero instead of ImpactiveAI, ensuring consistency
- Check the sync: Payments sync every 15 minutes. If you need an immediate update, you can trigger a manual sync
- Map contacts early: Import your key Xero contacts into ImpactiveAI before creating invoices to ensure proper matching
- Set up the Giving Engine: Once payments are syncing, configure the Giving Engine to automatically create charitable obligations
Summary
Two-way Xero integration turns ImpactiveAI from a CRM into a complete agency operations platform. Invoices flow from deals to accounting, payments flow back to your pipeline, and the Giving Engine turns it all into measurable social impact.