Xero Integration for Transport Operators
Push completed jobs to Xero as fully formed invoices — line items, GST, customer matching, references — the moment you click Issue. No CSV exports, no manual re-entry, no end-of-month panic.
Why Xero + Waybill Just Works
Xero is the platform of choice for most Australian transport operators because it's cloud-native, GST-aware, and built around real-time bank reconciliation. Waybill amplifies that by feeding it the operational reality of your business — jobs, routes, and rate-card breakdowns — without you ever having to type an invoice twice.
- Native OAuth 2.0 — Connect through Xero's official OAuth flow. We never see your password.
- Automatic invoice push — Issue an invoice in Waybill, see it in Xero seconds later.
- Line-item fidelity — Each job becomes a Xero line item with description, quantity, unit amount, and tax type.
- Customer matching — Existing Xero contacts are matched by email or name; new contacts created automatically.
- GST handling — GST line items map to Xero's tax types so your BAS reports stay correct.
- Multi-tenant — Authorise the Xero organisation that matches your Waybill org.
- Manual re-sync — Hit re-sync from any invoice if you've changed something in Waybill.
How Waybill Invoices Map to Xero
Every field is intentional. No magic, no surprises. Your books reflect your operation.
60-Second Setup
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Open Settings → Integrations in Waybill
You'll see Xero in the list of available integrations.
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Click Connect on Xero
You'll be redirected to Xero's official login page.
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Choose your Xero organisation
If you have multiple Xero tenants, pick the one that matches your Waybill org.
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Authorise Waybill
Review the requested permissions (read/write invoices and contacts) and click Allow Access.
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You're done
Future invoices sync automatically the moment you issue them. Existing invoices can be backfilled with a click.
Security & Privacy
We use OAuth 2.0 — the industry standard for third-party access. We never store your Xero password. Tokens are encrypted at rest in our database and refreshed automatically before they expire.
You can disconnect Waybill from Xero at any time, either inside Waybill or directly from your Xero account's connected apps panel. Disconnection revokes access immediately but preserves your historical sync records.
The integration uses Xero's invoicing.invoices and accounting.contacts scopes only — no access to bank feeds, payroll, or sensitive financial data.
GST & BAS
Australian transport operators have specific compliance needs around GST, BAS, and ABN reporting. The Xero integration is built around these:
- GST line items map to Xero's standard tax types
- Inclusive vs exclusive GST modes both supported
- ABN-tagged contacts handled correctly
- BAS-period reports continue to work — Xero is the source of truth
- Reverse-charge items map to BAS-Excluded where required
Xero-Specific Questions
Will Waybill change my Xero invoices after they're sent?
No. Once the invoice is in Xero, Xero is the source of truth. If you change something in Waybill and want it reflected, hit "Re-sync" — but be aware Xero's locked invoice rules may prevent updates after a payment is applied.
Can I keep some Waybill invoices out of Xero?
Yes. The integration triggers on Issue. Draft invoices stay in Waybill only. You can also re-sync invoices on demand if you want to control the timing.
What about credit notes and refunds?
Credit notes are handled in Xero directly — Waybill doesn't push them automatically (yet). The original invoice retains its sync state, and the refund lives in Xero against that invoice.
Does this work with Xero's tracked categories?
Configurable. You can map a Waybill service area, vehicle type, or job type to a Xero tracked category for richer reporting.
Can I connect a sandbox/demo Xero org first?
Yes. The OAuth flow lets you authorise any organisation you have access to, including the Demo Company. Test with confidence before going live.
Ready to Stop Typing the Same Invoice Twice?
Connect Xero in 60 seconds. All integrations included. Your first 50 jobs are included in the trial.