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Invoice Synchronisation with Xero

When Pipeline is connected to Xero, invoices are automatically synchronised so your accounting records stay up to date.

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What Gets Synced

The following invoice data is sent from Pipeline to Xero:
  • Invoice number and reference
  • Customer/contact details
  • Invoice date and due date
  • All line items (description, quantity, unit amount, tax, account code)
  • Currency code
  • Invoice status (Draft, Submitted, Paid)

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How Sync Works

Pipeline to Xero (automatic):
  • When you create an invoice in Pipeline, it is automatically created in Xero
  • When you update an invoice, the changes sync to Xero
  • When you delete an invoice, it is voided in Xero (Xero does not allow true deletion)
Xero to Pipeline (via webhooks):
  • When an invoice is updated in Xero (e.g., marked as paid), Pipeline receives a notification
  • Payment data is automatically fetched and displayed in Pipeline
  • Status changes in Xero are reflected in Pipeline
Screenshot: An invoice detail page showing the sync status with Xero, with payment information that has been synced back from Xero.

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Important Notes

  • Invoices created directly in Xero are not synced to Pipeline — the sync is initiated from Pipeline
  • Sync happens in the background via a job queue, so there may be a short delay
  • All dates are handled in UTC to prevent timezone conversion issues

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Out-of-Sync Detection

If an invoice is modified in both Pipeline and Xero, the system detects the conflict and marks the invoice as out of sync. This happens when:
  • The gross total, net total, or tax amount differs
  • The invoice date or due date was changed in Xero
  • The number of line items differs
When out of sync, further automatic syncing is paused to prevent data loss. You will need to review and resolve the discrepancy manually.