Sanka for Xero Setup

Prerequisites

• Sanka workspace admin access.
• A Xero organisation that you can use for testing first.
• A connected Xero integration in Sanka.
• Draft Sanka invoices with a customer, issue date, due date, currency, and line items.
• An operating rule for Xero account codes, tax rates, and whether invoices should remain as drafts for accounting review.
• A review process for duplicate exports. If a Sanka invoice is already linked to Xero, review the existing accounting reference before exporting again.

Connect

1. In Sanka, open Workspace > Integrations.
2. Select Create integration, then choose Xero.
3. Connect the Xero organisation or enter the demo credentials provided by your admin.
4. Confirm Xero appears in the integration list, then share access with the teammates who need to export invoices.

Export rules

• Xero export creates an accounts receivable invoice draft from a Sanka invoice.
• The customer name and email are taken from the Sanka invoice customer.
• Issue date, due date, invoice number, reference, currency, and line items are copied where available.
• Line items use the configured Xero account code and tax type. Confirm these settings with accounting before exporting live invoices.
• Sanka records the Xero invoice reference and export history so your team can trace which Sanka invoice created the accounting draft.
• Re-syncing or updating an existing Xero invoice is not part of the basic export flow. If an invoice has already been exported, review the existing Xero draft before exporting another copy.

Export Sanka invoices to Xero

1. In Sanka, open Commerce > Invoices.
2. Select the invoices you want to send to accounting.
3. Select Export.
4. Set Export destination to Integration, then choose the Xero integration in Integration.
5. Property mapping is not required for Xero invoice export. Review the selected invoices, then click Export invoices.

Validate the setup

• Use a Xero demo organisation first and export one small draft invoice.
• Confirm the exported invoice remains a draft in Xero until accounting reviews it.
• Confirm customer name, email, invoice number, reference, dates, currency, line descriptions, quantities, unit prices, tax type, and account code.
• In Sanka, open export history and confirm the export status and linked Xero reference.
• Try an invoice that is missing a customer or line items and confirm it is blocked before a draft is created.

Review after export

• In Invoices, confirm the Sanka invoice remains available for audit and that the export history shows the result.
• In Xero, confirm the draft invoice is not posted or sent until your accounting team approves it.
• If accounting changes account codes, tax settings, or line details in Xero, note the final accounting treatment in your internal process.
• If the export fails, review the Sanka invoice fields first, then check whether the Xero organisation, account code, tax type, or authentication needs attention.

Go-live tips

• Run at least one invoice export in a demo organisation before using a live Xero organisation.
• Decide the default account code and tax type before the first live export.
• Keep the first live batch small and compare Sanka invoice totals against Xero draft totals.
• During the first week after go-live, review export history and Xero draft invoices daily.