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Troubleshooting Xero Connection Issues

If you experience problems with the Xero integration, this guide covers common issues and how to resolve them.

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Connection Fails During Setup

Problem: Clicking “Connect to Xero” redirects to Xero but the connection does not complete. Solutions:
  • Ensure you are signing into the correct Xero account
  • Check that you are granting all requested permissions
  • Try clearing your browser cookies and attempting the connection again
  • Ensure pop-up blockers are not interfering with the redirect

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Token Expired

Problem: The Xero card shows “TOKEN_EXPIRED” status. Solutions:
  • Click Refresh Token if the button is available
  • If refresh fails, click Disconnect and then reconnect with Connect to Xero
  • Token expiry is usually handled automatically — if it keeps expiring, check your Xero app permissions

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Invoice Not Syncing

Problem: An invoice was created in Pipeline but does not appear in Xero. Solutions:
  • Check the connection status is “Connected” (not expired or disconnected)
  • Sync operates in the background — wait a few minutes and check again
  • Ensure the customer linked to the invoice has a valid Xero contact mapping
  • If the customer does not exist in Xero, the invoice sync will fail. Create the customer first.

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Out of Sync Invoice

Problem: An invoice shows as out of sync between Pipeline and Xero. Cause: The invoice was modified in both systems. Pipeline blocks further sync to prevent data loss. Solutions:
  • Review the differences between the Pipeline and Xero versions
  • Make corrections in one system to align with the other
  • The sync will resume once the data is consistent

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Payments Not Appearing

Problem: A payment was recorded in Xero but is not showing in Pipeline. Solutions:
  • Webhook notifications may take a few minutes to process
  • Check the connection status is active
  • If the issue persists, the webhook may have failed — contact your administrator

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General Tips

  • Always manage invoices and customers from Pipeline, not directly in Xero
  • Keep the connection active — disconnecting stops all synchronisation
  • If you need to make changes directly in Xero, be aware of out-of-sync detection
  • Contact your system administrator if connection issues persist