Introduction
Integrating Xero (API) accounting with Qargo TMS streamlines your financial operations by enabling seamless invoice and credit note management directly from your transport management system. With this integration, you can automatically send financial documents to Xero, track payment statuses in real-time, and maintain consistency across your accounting workflows. Whether you're managing tax codes, analytical accounting, or payment updates, the setup ensures both systems stay aligned—saving you time and reducing manual errors.
Functionality
The Xero API integration allows you to send both sales and purchase invoices & credit notes to the Xero accounting system. We support the following functionality:
Send invoices, credit notes to Xero
Includes analytical accounting support
Includes PDF
Sync back payments status
💬 Please contact your Qargo Account Manager to update your accounting integration if you would like to use the API.
A manual file can be exported via Invoices Exports, under the Invoices menu. Use the Export to Xero button to generate the file to be uploaded to Xero manually.
Prerequisites
Valid Xero subscription
Xero user account that can authorise the Qargo integration
Qargo accounting module should be set up correctly:
Number series should match the ones set up in Xero
Nominal code (accounts) should be registered in Qargo
Tax rates codes should match the tax rate codes in Xero
Dimensions (analytical field) calculation should be defined in Qargo
Setup
‼️ Qargo user role required to make updates: Super Admin
Select Xero (API) as the accounting integration:
The Xero user account should authorise in Qargo by clicking the ‘Authorise API’ button.
After authorisation, Qargo will show the updated status:
Usage
The system is now ready to send invoices
Navigate to an invoice:
Send it using the post to Xero task:
Invoice payments monitored in Xero and synced back to Qargo.
📚 Click HERE to learn how to create TASKS.
Tasks can be set to auto-complete or manually by the user.
FAQ
Can I de-authorise my Xero account in Qargo?
Yes, you can navigate back to the accounting configuration page, and click on the ‘Reset API link status’ page:
I don't have a Post to Xero task showing in my invoice workflow?
If no task exists to post the invoice, check that the correct accounting integration is enabled (requires Super Admin rights).
Navigate to Configuration > Accounting.
The field 'Accounting Settings' will show the accounting package set up on your account.
It will showed in light grey and cannot be adjusted.
If the option shown DOES NOT include the API tag contact Qargo Support or your account manager to update this to the correct integration type.
