Buildertrend’s integration with Xero provides a powerful way to streamline your financial management processes. By allowing data to transfer directly between Buildertrend and Xero, this integration removes the need for duplicate entry and helps reduce errors.
From managing Jobs, Clients, Subcontractors, Vendors, Bills, Invoices, and Credit Memos pushed from Buildertrend to Xero, the integration keeps your financial records accurate and current. This helps you work more efficiently and ensures your accounting and project management stay aligned.
Customer Contacts and Supplier Contacts:
What pushes over to Xero?
If you don’t already have a contact set up in Xero, Buildertrend can create them for you based on the job and client information entered in Buildertrend.
For steps on how to create a Contact in Xero from Buildertrend, review the following:
‼️ Important ‼️
* Buildertrend creates a general Contact in Xero for the Job+Client.
When Buildertrend creates the contact, it will NOT create the sales tax rate for the contact. You must add your sales tax rate to the contact within Xero.
Xero will automatically tag the contact as a Customer Contact when an invoice is associated with the contact.
* Buildertrend creates a general Contact in Xero for the Sub/Vendor.
When Buildertrend creates the contact, it will NOT create the purchase tax rate for the contact. You must add your purchase tax rate to the contact within Xero.
Xero will automatically tag the contact as a Supplier Contact when a bill is associated with the contact.
Check out this Xero Help Center Article for more information!
"Customer" Contact Fields
Expand to view screenshots of each corresponding field mapping.
Expand to view screenshots of each corresponding field mapping.
"Supplier" Contact Fields
Expand to view screenshots of each corresponding field mapping.
Expand to view screenshots of each corresponding field mapping.
Pushing Financial Data from Buildertrend to Xero
Pushing financial data from Buildertrend to Xero ensures your accounting records stay accurate and up to date without manual entry.
By syncing bills, invoices, and credit memos you can streamline bookkeeping, reduce errors, and gain real-time insight into project costs and cash flow, all within your existing accounting workflow.
Pushing Bills
When creating a bill in Buildertrend, there is an option to Send to Xero under the Xero section.
If you checked Default the option to send bills to Xero in your accounting preferences during your initial Xero integration, the option will automatically be checked.
If checked, the bill will be pushed over to Xero when the bill is saved.
If unchecked, the bill will not be pushed over to Xero upon save. However, you can still push the bill at a later time by selecting the bill from the Bills dashboard, checking the Send to Xero checkbox, and saving.
If you have multiple bills in Buildertrend that were not pushed to Xero when created, you can push bills en masse by selecting multiple bills from the bill dashboard and clicking Send to Xero.
Once sent, the Bill can be found in Xero by navigating to Business > Bills to pay
Bill Fields
Expand to view screenshots of each corresponding field mapping.
Expand to view screenshots of each corresponding field mapping.
Pushing Invoices
When creating an invoice in Buildertrend, there is an option to Invoice to Xero on Release under the Xero Status section.
If you checked Create new Xero invoice from Invoice on initial release by builder in your accounting preferences during your initial Xero integration, the option will automatically be checked.
If checked, the invoice will be pushed over to Xero when the invoice is released to the client.
If unchecked, the invoice will not be pushed over to Xero upon release. However, you can still push the invoice at a later time by selecting the invoice from the Invoice dashboard and clicking the
button.
Once sent, the invoice can be found in Xero by navigating to Business > Invoices
Invoice Fields
Expand for fields on an invoice that push over to Xero
Expand for fields on an invoice that push over to Xero
Pushing Credit Memos
When creating a credit memo in Buildertrend, you have the option to send the credit memo to Xero at any time by clicking the Save to Accounting button.
When establishing your accounting preferences during your initial Xero integration, there is an option to Create new Xero credit note from credit memos on initial release by builder.
If that option was selected, the credit memo will be pushed over to Xero when the credit memo is released to the client.
*Note: Your client must be invited to the job in Buildertrend AND have accepted the invitation. If these requirements are not met, the Save & Released button will be greyed out.
You can, however, still push the credit memo to Xero by clicking the Save to Accounting button.
Receive Bill Payments and Invoice Payments from Xero to Buildertrend
Invoice Payments
When a payment is applied to an invoice in Xero, the corresponding invoice in Buildertrend will be marked as Paid and the Date Paid field will be automatically populated.
You can see the details in both the Payment History as well as the Xero Status section.
Bill Payments
When a payment is made to a bill in Xero, the corresponding bill in Buildertrend will be marked as Paid and the Date Paid field will be automatically populated.
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