Xero Integration Overview – Kantata Knowledge Base

ACCESS & AVAILABILITY

This integration is available for purchase for Enterprise plans. The integration requires API access to Xero through a private application. To get started, please reach out to Customer Success or the Support team.

Overview

Integrating Mavenlink’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 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 default Xero Account Code with which Mavenlink Line Items are associated.
Select the Xero Item Code with which Mavenlink Line Items are associated.
Select whether to "roll up" or group Time Entries attached to a Mavenlink Task into a single Xero invoice line item.
Select whether to "roll up" or group Expenses attached to a Mavenlink Task into a single Xero invoice line item.
Select whether to include details for Fixed Fee Items in a Xero invoice line item description.
Select the custom field(s) that will have Leading Text.

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
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
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
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
Message	←	Full payment received via Xero

Expense Mapping

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