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Connecting Your Xero File to Your PayLab Subscription

This guide provides a step-by-step process for connecting your Xero file to your PayLab subscription, ensuring a seamless integration for managing invoices and payments. By following these instructions, users can streamline their financial operations, enhance efficiency, and reduce errors in invoicing. It's an essential resource for anyone looking to optimize their accounting workflow with Xero and PayLab.

NOTE: Currently only available to New Zealand PayLab Customers

Step 1: To link your PayLab subscription to your Xero file go into Manage Account.

Step 1 Manage Account

 

Step 2: Scroll to the bottom to find the new integrations section then click in the Xero field. 

Step 2 - Integrations

Step 3: Read the helpful reminders, then, click on "Connect to Xero".

Step 3. Connect to Xero

Step 4: If you’re already logged into Xero, the connection will complete automatically. If not, a new tab will open for you to log in and enter any required two-factor authentication.

Step 4. Login to Xero

 

Step 5: Confirm the Xero organisation you wish to connect to your PayLab.

Step 5 Confirm Xero Organistion

 

Step 6: Then select "Continue with Organisation".

Step 6. Continue with Organisation

Step 7: Next, review the automation settings between PayLab and Xero. Begin by choosing when an invoice should be raised for a claim—options include "Any Time" (default), "After the final approval of a claim," or "Once the payment schedule has been received."

Step 7. When should an Invoice be Raised

Step 8: Select your preferred invoice generation method—either automatic issuance or manual creation using the "Generate Invoice" button. Choose the option that aligns with your workflow requirements. 

Step 8. Generate Invoice

 

Step 9: Next, set the Invoice Status that will be applied in your Xero file—choose from "Draft", "Awaiting Approval", or "Awaiting Payment".

Step 9. Xero Invoice Status setting

Step 10: Select the appropriate Revenue Account from your Xero Chart of Accounts to link with your PayLab-generated invoices.

Step 10. Revenue Account

Step 11: You will also need to select which Revenue Account any retention funds claimed are to be allocated from your Xero Chart of Accounts.

Step 11. Retention Revenue Account

Step 12: Choose the specific PayLab data you would like included on the Xero invoices generated through PayLab. 

Step 12. Attchments

Step 13: Include "Extra information" click to toggle on:

  • Contract Number and Name
  • Payer Ref (Purchase Order Number)
  • Custom Text (added to each invoice)

Step 13. Extra Information Settings

Step 14: Select if you wish to "Roll Up" contract line items and by how many line items.

Step 14. Multi-Level Contract Line Items

Step 15: If desired, enable the option to display the parent line item as a header by toggling the switch. 

Step 15. Incluse Parent Item as Header Togle

Step 16: Review all selections to ensure accuracy, then proceed to finalise your integration setup. Step 16. Click Done

Step 17: Once set up is done, you will be taken back to the Manage Account section of PayLab and your integrations section will look like this. Now your PayLab claims and Xero invoicing are linked.

Step 17. Integration Complete