Video walkthrough: Connecting Xero to Sutton
This video walks through connecting your Xero account, mapping your chart of accounts, and importing your existing data into Sutton.
Getting started
Go to Settings in the left sidebar.
Click Integrations.
Locate Xero in the Marketplace section and click Get started.
A setup modal will appear outlining the three steps to complete the integration: Connect, Map accounts, and Import & sync.
Step 1: Connect to Xero
Authorize Sutton to connect to your Xero account.
ℹ️ Note: If your Xero account doesn’t already have multi-factor authentication (MFA) set up, you’ll be prompted to configure it during this step. Setting up MFA in Xero ahead of time will help this step go faster.
Click Connect to Xero. A pop-up window will open, prompting you to sign in to your Xero account (or, if you’re already logged in, to authorize access).
Review the permissions Sutton is requesting, then click Continue.
Once you’ve granted access, the pop-up will close, and the modal will display a notice indicating that the connection is in progress.
When the notice updates to show a green confirmation that you’re connected, click Next to move on to Step 2.
💡 Pro tip: You don’t need to wait around. Close the window and keep working in Sutton; you’ll see the connection status update once it’s ready.
Step 2: Map your accounts
This step defines how transactions flow from Sutton into Xero. The available options are pulled directly from your Xero chart of accounts.
For Sales Orders, select the invoice account you want to use.
For Purchase Orders, select the bill account you want to use.
Click Next.
⚠️ Heads up: Both fields are required. You won’t be able to continue until an invoice account and a bill account have been selected.
Step 3: Import your data and turn on sync
From here, you can import your existing vendors, customers, and items from Xero into Sutton before activating sync.
Toggle on the categories you want to import: Vendors, Customers, and/or Items.
Click Start import. Each category will update with an importing status while the data is pulled in.
Once everything finishes, you’ll see a confirmation showing how many records were imported for each category.
Click Close to finish.
📘 Sutton tip: If a vendor, customer, or item is missing from Xero when an order is pushed, Sutton will create it automatically.
Xero is now connected
In the future, whenever you create a sales order or purchase order in Sutton, you’ll have the option to generate a matching invoice or bill in Xero automatically. If any vendors, customers, or items on the order are missing in Xero, Sutton will create them so everything stays in sync.
On the Integrations page, Xero will now appear under Your Integrations, showing as Connected.
Managing your Xero integration settings
Click Settings on the Xero integration card at any time to reconfigure your account mapping, manage invoicing controls, import or export data, or disconnect the integration.
Account mapping
Choose to send a sales or purchase order from Sutton to Xero, including partial orders, and set which account each maps to.
ℹ️ Note: Changes you make here only affect new items. To change values for items you’ve already synced, edit them directly in your Xero account.
Invoicing and billing controls
Allow invoicing and billing above ordered quantity
By default, Sutton won’t let you bill or invoice more than what was originally ordered. Some workflows call for going beyond that, for example, replacing damaged items or correcting a prior order. This setting lets your organization opt in when needed. Once enabled, a confirmation warning displays before the invoice or bill is sent to Xero, so users can tell the difference between standard billing and this voluntary override.Allow invoicing unfulfilled sales orders.
Normally, an invoice in Sutton has to be tied to a sales order or to a shipment on that sales order, which means invoicing happens once items have shipped. If your organization needs to bill before fulfillment — for a deposit or prepayment, for instance — this setting lets users create an invoice for a sales order that hasn’t been fully shipped or fulfilled yet.
Importing and exporting data
Import: Pull vendors, customers, and items from Xero into Sutton.
Export: Push your vendors, customers, and items from Sutton to Xero.
Disconnecting Xero
Disconnecting won’t delete any of your data, but new updates won’t sync going forward.
Click Save to apply any changes you make in this panel.