Buildertrend's integration with Xero enables the transfer of information directly to Xero. This allows you to manage some of your accounting within Xero without the need for duplicate data entry.
Setting up the integration is quick and straightforward. Once completed, information can be easily exchanged between the two systems moving forward.
Integrating Buildertrend with Xero
Begin by navigating to Accounting in your Company Settings. From the Accounting setup modal, click Get started with Xero.
Review the benefits of the Xero Integration, then select Begin Setup to continue.
Log in to your Xero account using your Xero credentials, then verify your login using your two-factor authentication method.
*Note: If you have more than one Xero account associated with your login credentials, you will see a pop-up requesting which Xero account you wish to connect to. The integration only allows for one Xero account per Buildertrend account.
Review the Terms and Conditions outlining how data will be shared between Buildertrend and Xero, then select Allow access to complete the integration.
Once the connection is complete, you’ll return to your Accounting Settings to configure your default accounting options for the Xero integration.
It is important to note that once the integration is established, only the admin that initiated the integration can modify the default accounting options.
Default Accounting Options
Once the initial Xero integration has been completed, the Accounting tab within Company Settings houses your default accounting options.
Job linking options
To ensure financial data flows correctly from Buildertrend into Xero, each job must be linked to a Customer Contact.
Link jobs to accounting during job creation by default – When enabled, creating a new job in Buildertrend will automatically generate a corresponding Customer Contact in Xero.
Invoice options
Flat fee inventory item – Select a Xero Inventory Item (Product & Service) to map flat fee invoice totals from Buildertrend, ensuring non-itemized costs (entered as flat fees) are properly categorized when pushed to Xero.
Accounts receivable account – Select the Xero Accounts Receivable account to be used for all unpaid invoices.
The Tax option determines if/how you would like Buildertrend to apply taxes when pushing an invoice to Xero:
Ignore Tax: If you are handling tax information completely outside of Buildertrend and do not want any tax information shown in Xero Statuses within Buildertrend.
Tax inclusive: If you are entering your costs into Buildertrend with tax included, and will have Xero separate those costs based on the tax rate you have applied to the Customer Contact within Xero.
Tax exclusive: If you are entering your costs into Buildertrend without tax included, and will have Xero add the necessary taxes onto your Invoice in Xero based on the tax settings applied to the Customer Contact in Xero.
Best Practice Recommendation:
We recommend using the same tax option for both Invoices and Bills
Show client tax amount from Xero on Invoices – If enabled, taxes applied to invoices by Xero will be reflected on the Buildertrend invoices.
Create a new Xero invoice when invoice is sent to clients – If enabled, an invoice in Xero is automatically generated when the invoice has been released in Buildertrend. If this is not checked, the invoice can be pushed to Xero manually from the invoice itself.
Create a new Xero credit note when credit memo is sent to clients – If enabled, a credit note in Xero is automatically generated when the credit memo has been released in Buildertrend. If this is not checked, the credit memo can be pushed to Xero manually from the credit memo itself.
Bill/Purchase Order options
Accounts payable account – Select the Accounts Payable account you want Buildertrend generated Bills to be posted to in Xero.
Your Tax option selection determines how you would like to have your taxes showcased:
Ignore Tax: If you are handling tax information completely outside of Buildertrend and do not want any tax information shown in Xero Statuses within Buildertrend.
Tax inclusive: If you are entering your costs into Buildertrend with tax included, and will have Xero separate those costs based on the tax rate you have applied to the "Supplier" Contact within Xero.
Tax exclusive: If you are entering your costs into Buildertrend without tax included, and will have Xero add the necessary taxes onto your Bill in Xero based on the tax settings applied to the "Supplier" Contact in Xero.
Best Practice Recommendation:
We recommend using the same tax option for both Invoices and Bills
Link subs/vendors to accounting during sub/vendor creation by default – When enabled, creating a new sub/vendor in Buildertrend will automatically generate a contact in Xero. *You can override this on a sub-by-sub basis from the Accounting tab when creating a new sub/vendor.
Allow Buildertrend to sync bills with Xero – When enabled, users with the appropriate permissions can create a corresponding Xero Bill when adding or editing a bill in Buildertrend.
The following preferences are available only when this option is turned on:
Default the option to send bills to Xero – When enabled, the Send to Xero option will be selected by default when creating or editing a Bill.
Allow bill edits to sync to Xero – When enabled, bills sent from Buildertrend to Xero can be edited in Xero, and those changes will sync back to Buildertrend. However, there are exceptions:
If the bill is fully paid, it cannot be edited in Buildertrend unless the payment is removed in Xero.
If the bill is edited in Xero, Buildertrend will detect it as the most recent version and will not sync any changes made in Buildertrend.
*You can still edit the bill in Buildertrend, but a prompt will appear letting you know those changes will not be sent to Xero. This prevents overwriting updates made directly in Xero.
Budget options
Determine how your Job Costing Budget reports your Actual Costs (Cash or Accrual) – Your selection allows Buildertrend to slightly alter the view of the Job Costing Budget.
*Since Xero only has accrual based reporting, it is recommended you select Accrual so that the Job Costing Budget reports the same as Xero.
Buildertrend to Xero: Entity Linking
In order for Buildertrend and Xero to share data accurately, you need to link your cost codes, jobs, and subs or vendors to their corresponding records in Xero.
This ensures each piece of information is sent to the correct place, allowing financial details like invoices, bills, and credit memos to sync properly between the two systems. Without this mapping, data cannot be transferred!
💡Pro Tip
You can manage all entity links at anytime from Accounting in your Company Settings.
Select an entity to view and assign the corresponding Xero match for each Buildertrend record.
Cost Codes
In order for financial data like invoices and bills to sync correctly between Buildertrend and Xero, your Buildertrend Cost Codes must be linked to the corresponding Products and Services in Xero. This ensures accurate categorization and consistent financial reporting across both platforms.
Begin by navigating to Cost Codes from your Company Settings.
From the Cost Code window, click the Import dropdown and select Xero.
Use the multi-select checkboxes to choose the Xero Products and Services you want to import into Buildertrend. Then, use the Buildertrend Cost Codes dropdown to link each selected item to an existing cost code or create a new one.
Create New Cost Code in Buildertrend – this will create a new Cost Code in Buildertrend and link it to the Xero Product and Service. (This is ideal if the Buildertrend account is new or has little to no existing Cost Codes.)
Select an existing Buildertrend Cost Code – This will link the selected Buildertrend Cost Code with the Xero Product and Service. (This is ideal if the Buildertrend account has already been established with Cost Codes prior to Integration.)
To expedite the linking process, if an existing cost code exactly matches a Xero Product or Service, Buildertrend will automatically suggest it in the Buildertrend Cost Codes dropdown.
Jobs
In order for financial data to sync correctly between Buildertrend and Xero, your Buildertrend jobs must be linked to the corresponding Xero Contact. This connection ensures that all job-related financial information is accurately routed, allowing for reliable tracking and reporting across both systems.
Jobs created PRIOR to the Xero Integration
Once you click Link job from the Accounting tab within the Job details, select the existing Xero contact from the dropdown.
*Note: If a contact does not currently exist in Xero, you can select Create new Xero contact to create one once saved.
💡Pro Tip
Use the Manage links workflow to manage all existing jobs, linking them to an existing Xero contact.
Jobs created AFTER the Xero Integration
Navigate to the Accounting tab when creating your new Buildertrend job to determine your linking method:
Create new Contact in Xero – Upon save, Buildertrend will create a new contact in Xero.
If selected, you must add a client to the Buildertrend job before to saving. If a client is not added, the job will not save until one is assigned.
Choose Xero Contact – Upon save, you'll be prompted to select an existing contact from Xero.
Do not create a new Contact in Xero – No integration steps will be taken when you save. You can always return to the Accounting tab in Job Details or Manage Links from the Accounting settings to link the job later.
Vendors
To ensure bills sync properly between Buildertrend and Xero, your Buildertrend subs and vendors must be linked to their matching contacts in Xero. This ensures each bill is assigned to the correct party, supporting accurate tracking and consistent financial reporting in both systems.
When creating a new sub/vendor or editing an existing sub/vendor in Buildertrend, there will be an Accounting Tab in the Sub/Vendor modal. Within this section, you can Link to Xero.
Select the Xero Supplier Contact from the dropdown to link the sub/vendor to an existing supplier in Xero OR click Create New Xero contact to have Buildertrend create a new contact in Xero for you.
Interested in Learning More? 📚
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If you have any questions or require additional support, feel free to chat with us, send an email: support@buildertrend.com, or give us a call at 1-888-415-7149. We’re always happy to help.