Invoice in Steddy. It's in Xero.
Invoices, payments and customers go from Steddy to Xero within a few minutes, approved, without anyone typing them twice. Payments your bookkeeper records in Xero come back and mark the job paid. Included in every plan.
Fifteen minutes: we walk you through one job, from the call to the money landing, then show you what it made.
What this enables
- Every invoice you send lands in Xero as an approved sales invoice
- Cash, card, transfer and Square payments recorded here are applied in Xero
- Payments your bookkeeper records in Xero mark the invoice paid here
- Refunds become credit notes; customers stay in step as contacts
Which way each thing goes
Steddy owns what an invoice says. The ledger (payments and credit notes) runs both ways. That one rule decides everything below.
Steddy to Xero
- Customers
- Become contacts in Xero the first time they are invoiced. Edit a customer in Steddy and the contact updates.
- Invoices
- Land as approved sales invoices, one Xero line for each Steddy line, GST on each line, the job number as the reference.
- Payments
- Cash, card, EFTPOS, bank transfer and Square payments are applied to the invoice, in the bank account you chose for each.
- Refunds
- Become credit notes against the invoice, with the cash refund recorded when money went back.
- Cancelled invoices
- Are voided in Xero, unless Xero already holds a payment against them.
Xero to Steddy
- Payments your bookkeeper records
- Come back to the job and mark the invoice paid. The office sees "Recorded in Xero" against the payment.
- Voids
- An invoice voided in Xero is cancelled in Steddy.
- Contact edits
- Name, phone, email and address changes made in Xero come back, if you switch that on.
Setting it up
Connect Xero
In Settings, Integrations, an admin presses Connect Xero and signs in with the Xero login. Steddy asks only for what the sync needs: contacts, invoices, payments and a read of your chart of accounts. If the login reaches more than one organisation, you choose which one.
Say where things land
The lists come from your own chart of accounts. Pick the sales account every invoice line is coded to, the tax rate for taxable lines and for tax-free lines, and the bank account each kind of payment is banked in: cash, card, EFTPOS, bank transfer, other, and Square, whose payouts usually go to a clearing account. A branding theme is optional.
Two switches, then save
Send invoices as drafts, if your bookkeeper wants to approve each one before payments apply. Bring contact edits back from Xero, if Xero is where customer details get corrected. Save the mapping, and from then on every invoice you issue goes across on its own.
Send the history, if you want it
Invoices from before you connected wait for you. Sync history lets you pick a date, usually the start of the financial year, preview what would go, then send it, at about twenty invoices a minute. Nothing reaches Xero that you did not ask for.
Where things land in Xero
- Sales account
- 200 · Sales
- Tax rate on taxable lines
- GST on Income (10%)
Where payments are banked
- Cash
- 090 · Business Bank Account
- Card / EFTPOS
- 090 · Business Bank Account
- Square (online payments)
- 091 · Square Clearing
- Send invoices as drafts
- Off
When the two don't agree
The Xero panel shows Sync health: what has synced in the last seven days, what is waiting, and what needs attention. Each item that needs attention says why, and the ones that can be sent again have a Retry button.
- Locked in Xero
- Once Xero holds a payment against an invoice, the invoice's amounts and dates freeze in Steddy. Your books can't drift underneath a paid invoice.
- Differs in Xero
- If someone edits an invoice's lines in Xero, Steddy flags it rather than overwriting either side. Steddy owns the content; the fix is made in Steddy.
- Needs attention
- A sync that failed after retrying, or a connection that has to be renewed. It shows up in Sync health instead of surprising you at the end of the quarter.
Sync health
Invoice · INV-1043Skipped17 Sep 2026
The invoice has not reached Xero yet.
What it costs
Nothing on top of the plan. Xero sync is in Steddy, Steddy Loop and Steddy Fleet, and there is no add-on for it. Your Xero subscription is yours, as it is now. The plans are on the pricing page.