Xero Integration Overview – Kantata Knowledge Base

Learn all about our Xero integration, available on the M-Bridge platform.

Requirements

Integrations Platform: M-Bridge

Subscription Plan: Enterprise

User Permissions: Account Administrator (configurable)

Overview

Integrating Kantata's powerful project management capabilities with the time-saving tools of Xero GL, you can speed up 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 Kantata's time and expense entries to gain greater visibility into the status of your payments.

Getting Started

The Xero integration requires API access to Xero through a private application. Please reach out to Customer Success or the Support team for more information. Once Xero has been provisioned for you in M-Bridge, perform the following actions in the listed order to fully activate the integration:

Xero Mappings

Before you create any scenarios, you first need to set up your Xero mapping tables. There are four available mapping tables that are required for different scenarios:

Xero Accounts For Expense—This maps Kantata OX expense categories to Xero accounts.
Xero Accounts For Invoice—This maps Kantata OX invoice line items to Xero accounts.
Xero Users—This maps Kantata OX users to Xero users.
Xero Vendor Contacts—This maps Kantata OX users to Xero contacts.

Select Xero mapping.png

To learn more about setting up a mapping table for Xero, see the Creating Xero Mappings article.

Xero Scenarios

There are 4 pre-built scenarios available for this integration:

Mavenlink Expense Reports to Xero Expense Claims—This scenario transfers expenses from Kantata OX to expense claims in Xero. Requires the Xero Users and Xero Accounts For Expense mapping tables.
Mavenlink Expense Reports to Xero Vendor Bills—This scenario syncs approved expense reports from Kantata OX to Xero as vendor bills. Requires the Xero Accounts For Expense and Xero Vendor Contacts mapping tables.
Mavenlink Invoices to Xero—This scenario syncs invoices in Kantata OX to invoices in Xero. Requires the Xero Accounts for Invoice mapping table.
Xero Lists to Mavenlink Custom Fields—This scenario syncs lists of data from Xero to Kantata OX.

Xero scenarios.png

Field Mappings

Invoices

Kantata	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

Kantata	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

Kantata	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

Kantata	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

Kantata	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

Kantata	Direction	Xero
Message	←	Full payment received via Xero

Expense Mapping

Kantata	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