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Xero Integration: Sync Improvements

Clio has implemented a series of sync improvements to prevent common errors from occurring and deliver a more powerful Clio + Xero integration. Below is a summary of the Xero sync errors that you should start seeing less of. 

1) The contact name <full name> is already assigned to another contact. The contact name must be unique across all active contacts

Limitation

Xero does not allow multiple contacts with the same first and last name. Xero will block contacts, and their corresponding invoices, from being synced if they detect another contact with the same first and last name even if the contact names are valid.

Solution

To allow the contacts to be synced, we added the ability to append the contact's Clio ID to the contact name in Xero. Accounts created on or after July 2019 already have this enabled. Accounts created before July 2019 can enable this with a preference in the Xero settings. Enabling the preference will eliminate the “contact is already assigned” error from happening again, increasing the success rate of your Xero sync. That being said, contacts that are already created in Xero will be duplicated results as a result of this change. This is done to ensure a unique contact is created for each Clio contact. 

2)The specified contact details matched an archived contact. Archived contacts cannot currently be edited via the API.

Limitation

We found that this issue was commonly triggered when contacts are merged in Xero. 

Solution

We’ve updated our integration to detect when contacts have been merged and to sync the invoice to the merged contact. If the contact truly has been archived then we will display the error above. 

3) Invoice ID must be unique.

Limitation

Xero does not allow invoices with the same ID.

Solution

In order to prevent sync failures, we have added an error on Clio invoice creation which will notify users if their Invoice ID already exists in Clio. This error will only surface if the user has a Xero integration setup. Users will be able to re-use an ID if the invoice is voided or deleted. 

4) The document cannot be edited as it is currently dated before the period lock date...

Limitation

Xero has the ability to prevent transactions before a certain date from being recorded (aka a “lock” date).

Solution

We have updated our integration to read any lock dates from Xero and display a warning when a transaction is recorded before that date.  

5) Sending invoices still in a DRAFT state

Limitation

A number of the aforementioned issues are amplified with invoices being sent before they’ve been approved. 

Solution

As a result, we’ve introduced a preference to prevent invoices that are in Draft or Awaiting Approval status being synced to Xero. Accounts created on or after July 2019 already have this enabled. Accounts created before July 2019 can enable this with a preference in the Xero settings. 

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