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Beebole’s Xero integration brings your Xero accounting structure into Beebole and sends tracked work back as invoices. When you enable it, Beebole imports your Xero contacts and items as projects so both systems share the same structure. From then on, you can resync that structure and export time entries and expenses for a period as a Xero invoice. This streamlines billing for your organization.
The Xero integration lives under Settings > Integrations. You connect one Xero account and organization for your Beebole account. Only people whose role has Admin role (full access) can set up, sync, and export the Xero integration in Beebole.

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How it works

Enabling the Xero integration imports your existing Xero contacts and items into Beebole as projects. Contacts land in a new Xero Clients project category and items in Xero Items. While the integration is active, contacts you create or rename in Xero are updated in Beebole automatically, and contacts you archive in Xero are removed from Beebole (or archived there when time is already tracked on them). Items you add or rename in Xero come in when you run a manual sync. To bill, you choose a client and a period, and Beebole exports the time entries and expenses for that period as a Xero invoice — time and expenses appear as separate line items. Beebole reports how many lines were created, and shows an error under Entries not exported if Xero refuses the invoice.
For people to track time on the imported projects, add the Xero Clients and Xero Items categories under Record time on these project categories, in the Categories tab of the Timesheet and Planning Settings panel (Settings > Account Settings). See timesheet categories. Beebole shows this as the next step once the integration is active.

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Set up the Xero integration

1

Open integration settings

Go to Settings > Integrations and open the Xero integration.
2

Connect to Xero

Click Connect to Xero. A pop-up opens for you to sign in to Xero and authorize Beebole. You need an active Xero account.
3

Select your organization

If your Xero login has more than one organization, Beebole asks you to Select your Xero organization. The connected account and organization then appear in the integration panel.
4

Enable the integration

Turn on the Enable integration toggle. Beebole imports your Xero contacts and items as projects and keeps the contacts updated from Xero while the integration stays active.

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Sync your Xero structure

Beebole keeps contacts in sync automatically once the integration is active. Items are refreshed when you run a manual sync. To pull changes on demand, open the Xero integration and click Manual sync next to Manually sync Xero contacts and items. A manual sync also deletes contacts and items that are no longer active in Xero, or archives them when they are already in use in Beebole. After a sync, Beebole reports the counts for Created, Archived, Unarchived, Deleted, and Renamed, and lists any entries it could not sync.

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Export an invoice to Xero

1

Open the Xero integration

Go to Settings > Integrations and open the Xero integration. The export options appear once the integration is enabled.
2

Select the client

Under Export time entries and expenses as a Xero Invoice, use Select client to choose a Xero client. The list shows the projects in your Xero Clients category. Create invoice stays disabled until you pick one.
3

Select the period and export

Choose the period under Select period to export, then click Create invoice. Beebole sends the time entries and expenses recorded on that client for that period to Xero as a single draft invoice, dated today, so you can review it in Xero before you approve it.
4

Check the result

Beebole reports the number of Time line items and Expense line items created. If Xero refuses the invoice, Beebole shows the reason under Entries not exported and no invoice is created in Xero.
Export after the approval cycle for the period is complete, so the hours and expenses sent to Xero are final. The export includes every entry in the period, whether or not its timesheet is approved.

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What data is synced

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Disconnect Xero

To disconnect, open the Xero integration under Settings > Integrations, turn the Enable integration toggle off, then click Reset connection. The Reset connection button is disabled while the integration is enabled. This removes the Xero account connection from Beebole. Invoices already created in Xero are not affected. Projects imported from Xero and the time tracked against them stay in Beebole.

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Frequently asked questions

When you enable the Beebole Xero integration, Beebole imports your Xero contacts and items as projects. While the integration is active, contacts created or renamed in Xero are updated in Beebole automatically. Items are refreshed when you click Manual sync. To refresh on demand, open the Xero integration and click Manual sync. Beebole then reports what was created, archived, unarchived, deleted, and renamed.
No. Exporting to Xero is a manual step. You choose a client and a period, then click Create invoice to send the time entries and expenses for that period to Xero as an invoice. Beebole doesn’t keep track of the periods you already exported to Xero, so exporting the same client and period again creates a second draft invoice.
Yes. Beebole’s Xero export sends both time entries and expenses for the selected period. They appear as separate Time line items and Expense line items on the Xero invoice.
After an export, Beebole shows the number of time and expense line items on the Xero invoice. If Xero refuses the invoice, the reason appears under Entries not exported. Check the invoice in Xero to confirm it was created.
The imported Xero projects belong to the Xero Clients and Xero Items categories. For people to track time on them in Beebole, add those categories under Record time on these project categories, in the Categories tab of the Timesheet and Planning Settings panel. Beebole shows this as the next step once the Xero integration is active.