Xero Integration

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Using Xero with Recruitly

Recruitly integrates directly with Xero, making it easy for you to manage invoices and payments without switching between platforms. This article walks you through everything — from connecting your Xero account, creating invoices in Recruitly, to reconciling them in Xero.

🔗 1. Connecting Your Xero Account to Recruitly

What You Need:

An active Xero account
Admin access in Recruitly
Internet connection and a few minutes!

How to Connect:

Go to your Recruitly Marketplace
Find Xero and click on the Install.
Login to Xero:
Authorize Recruitly to access your Xero data.
Once connected, you’ll see a confirmation in Recruitly.

That’s it! Your accounts are now linked.

⚙️ 2. Configuring Xero Settings in Recruitly

After connecting your Xero account, it’s important to configure your invoice defaults in Recruitly to ensure smooth syncing and consistent invoice behavior.

Where to Find It:

Go to your Recruitly Marketplace
Find Xero and click on the icon.
.

You’ll see two key sections:

🔍 Xero Invoice Settings

Only show invoices raised from Recruitly
Enable this toggle if you want to view and manage only the invoices that were created within Recruitly (and synced to Xero).
Useful for keeping things clean if you also raise invoices directly in Xero.

🧾 Xero Invoice Defaults

These settings let you control how invoices from Recruitly behave once they’re pushed to Xero. Here's what each option means:

Account
Set the Xero account code you want your invoice revenue to be assigned to (e.g., Sales). This should match your chart of accounts in Xero.
Tax/VAT Rate
Choose the default tax or VAT rate to be applied to invoice line items. Make sure this matches a valid rate in your Xero account.
Tax Type
Decide whether the tax amount is included in the line item totals or added on top. For example, choose "Tax Exclusive" if you want tax added separately.
Default Invoice Status
Select whether invoices sent to Xero should be automatically marked as Authorised (ready to send to the client) or left in Draft (for manual review).
Email Invoice to Client
Enable this if you want invoices to be emailed to the client by default once created. You can still turn it off or on per invoice at the time of creation.

After setting these defaults, click “Update Defaults” to save your changes.

🧾 3. Creating and Sending Invoices from Recruitly

With your account connected, you can raise and send invoices directly from job or placement records in Recruitly.

Steps to Create an Invoice:

Go to a Placement and click on the +Invoice option and select Xero Invoice:
Fill in all the details in the Create Invoice form that opens up.
Select Create Invoice.
Your invoice will then be raised and can be seen in the Invoices section in the placement's record