MyDocSafe document management for Xero

MyDocSafe document management for Xero lets you automatically create client portals whenever you create a client in Xero. Creating a client in Xero means adding an invoice to a contact. When that is done, MyDocSafe will automatically create a portal in your chosen portal group and invite your client to it.

If you are using MyDocSafe Proposals and choose Xero as an invoicing method, we will automatically create one-off or repeating invoices in Xero in draft mode.

Xero integration

Table of contents

  1. Getting started
  2. Data flow diagram
  3. Contacts
  4. Invoices
  5. FAQs

1. Getting started

1a. Login to MyDocSafe, then click on your company name or logo in the top left corner and then select Company Settings

1b. Then, go to ‘Integrations’ tab

1c. Scroll down to the Xero section

1d. To establish a connection, click on ‘Connect Xero Account’. You will be redirected to Xero and will be asked to provide your Xero login credentials and ‘allow MyDocSafe access to your Xero data’

2. Data flow diagram

3. Contacts

MyDocSafe Xero integration lets you import client contact details to Company contacts whenever a new contact is created in Xero. To enable this option, tick the box as shown below

You can also automatically create a client portal whenever you create a client in Xero by ticking the second box as shown below. If you have more than portal group, you will be asked to select one.

Finally, if you have been using Xero for a while and would like to automatically create client portals for all existing Xero clients, tick on the last option.

4. Invoices

You can automatically create invoices in Xero whenever you onboard, renew or bill a client through MyDocSafe Proposals.

To use this option you need to click on Proposals and install the module if you have not yet done so and then configure your services, services categories,  assign them to appropriate Xero accounts and define VAT values.  Here is how to do it:

4a.  From the top navigation menu click on Proposals -> Settings. If Proposals have not been installed, you will be asked to do so

4b.  In Proposal Settings, go to Services and then Categories.  Add your Categories.  If your Xero account has been connected you will be able to assign appropriate accounts and VAT values.  If those options are not available – it means that your Xero account has not been properly connected.

MyDocSafe Xero app - adding service categories

4c.  Go to Services -> Description and Pricing and assign your services to appropriate Categories

MyDocSafe Xero app - assign services to categories

4d.  Finally, go to Proposals -> Settings -> Payments and tick the box to allow us to automatically create, approve and send out one-off invoices from Xero on your behalf.  Make sure you click ‘Save’ at the bottom of the page.

5. FAQs

5a. How can I disconnect Xero from MyDocSafe?

  • Go to Company Settings in MyDocSafe -> Integrations -> scroll to the Xero section and select ‘disconnect’

5b. What doesn’t your integration do?

  • We currently don’t do two way synching of contact information

5c. When and how does data sync occur?

  • Data synch occurs in real time (when a relevant action happens either in MyDocSafe or in Xero)