Xero

Xero holds Regentra’s accounting role. Collection can use another connected processor, such as Stripe or Alternative Payments. Xero does not take Regentra’s payment-processor slot.

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Connect or reconnect

1. Open Settings → Integrations → Xero and connect through OAuth.
2. Complete the recent-identity check when prompted.
3. Select the correct Xero organization if your account has more than one available connection.
4. Open Xero’s settings and configure its account mappings.

Only one accounting provider can be active, and a Xero organization cannot be linked to two Regentra organizations at once. Review a replacement confirmation before disconnecting your current books. After a failed connection attempt, verify which provider remains connected.

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Account mappings

Select the sales account used for invoice lines. Select a bank/payment account for receipts recorded from Regentra. The payment account is identified by Xero’s account ID, including bank accounts with no account code. Choose whether Xero is checked on new invoices, and separately whether monthly agreement invoices are sent there. These options do not bulk-send all historical invoices. Existing review/release preferences still gate reviewed invoices.

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Customers

The company’s Xero card provides the first explicit customer sync. Creating a company or importing it from Microsoft 365 does not create a Xero contact in the background. After linking, supported name and billing-contact edits update that link. An exact compatible existing contact can be adopted; a conflicting identity must not silently attach the wrong customer. Unlinking from Regentra removes the local link rather than deleting the Xero contact.

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Invoices and payments

Select Xero as an invoice destination or send from the invoice’s Xero card. Regentra uses the mapped sales account, preserves its provider link and reference, and verifies the returned total. A draft is authorized through the supported local Send/release workflow. Xero-only invoices are supported when the required customer/account setup is complete. With another processor collecting, review tax and disable overlapping online collection that would let a customer pay a second copy. Reviewed invoices can be blocked when tax or credit handling cannot establish the approved payable total. Payment polling reads full and partial receipts back into Regentra. Supported processor receipts and offline payments can be recorded against the linked Xero invoice. A failed payment bridge or collection-close produces a warning to investigate; it is not proof the books or payment link are already correct.

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Review provider changes

Accounting voids and deletions enter a review queue. Apply or dismiss them only after checking the local invoice and payment history. Changes made in the accounting system do not justify silently dropping an independent receipt. Xero invoices use the mapped sales account; the current integration does not provide a Xero-to-Regentra product-catalog sync.

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Broken connections and switching organizations

An expired/revoked authorization shows Xero connection is broken with Reconnect. Reconnect to repair access, then verify mappings and the selected organization. Provider rate limits can defer background work; repeatedly retrying does not bypass them. Disconnect removes this Regentra connection to the selected organization. Changing organizations is an accounting-identity change: inspect old links and pending work before sending further invoices. See Payment processors for switching behavior.