Xeroom WooCommerce to Xero Integration

Detailed Features & Benefits – 10 Years Experience

Xeroom Detailed Features & Benefits 

The full detailed list of Xeroom feature is extensive and has been developed over almost 10 years of experience in integrating WooCommerce with Xero by a team of qualified experts in Xero, accounting and plugin development.  You won’t need all of these to start with but you are future-proofing and de-risking your investment by deploying a seasoned, stable, extensible plugin application that is packed with time-saving features to give you ease-of-use flexibility, control and error-free reliability.  Compare this list with the competition most of which have a fraction of these.  Many players come and go within a few years as they realise this is not an application for the faint-hearted eg OneSaas, Automate.io.  As you can see what was added in 2022 we continue to add substantial improvements to make Xeroom keep well ahead of the pack with its World-leading position.  We price this all not for the number of features provided but to be less than an hour of an accountant’s time.

Click to open as pdf Xeroom Full Feature List – Jan 24th 2023 Click to download as an Excel spreadsheet so you can use as a checklist to decide what features are important and if the competition provides them. Xeroom Full Feature List – Jan 24th 2023.

Xeroom Full Feature List – January 2023
Installation ✔️   
PHP8 Compatability2022Avoid errorsphp 7.4 is now desupported and deemed a security risk.
Installation – Drop down selection lists of valid Xero sales, shipping, rounding, inventory, tax methods and tracking categories2022Avoid errorsPreset valid selections in drop-down lists make account configuration a breeze.
Generate correct Xero URI for connection 2022Avoid errorsAvoids problems with permalinks, makes Xero side of setup quick, easy & error free
Automatic Xero connection token refresh every 15 mins2022Avoid errorsAvoid connection to Xero dropping everytime more than two apps are connected to the same Xero account.
Global Product Synch – Creates all products in Xero or WC2022IntegrationSaves tedious export/import of product codes and data between the apps with quick uploads.
Xero Authorise button PerformanceEnables quick connection to Xero for app selection, authentication and linking.
Xero API Settings Avoid errorsEasy to set and check the Xero app connection credentials.
Invoice Settings ✔️   
Invoice Number – Use Xero sequence Invoice contentKeeps Xero numbering clean.
Invoice Number – Use Order No and set prefix and start no Invoice contentEasy to identify invoices created from website by order no.
Invoice Number – Use invoice PDF plugin, sequential order no or other custom no2022Invoice contentMatches and ties orders with invoices and custom PDF plugin invoices.
Invoice Reference – Use order no2022Invoice contentEasy to locate relevant invoices in Xero by order no.
Invoice Reference – Add prefix and gateway2022Invoice contentUseful for Xero  payment tracking, analysis and reconciliation
Invoice Reference – Add payment/card reference2022Invoice contentUseful for Xero  payment tracking, analysis and reconciliation
Invoice Reference – Add customer name2022Invoice contentUseful for Xero  payment tracking, analysis and reconciliation
Invoice Reference – Use PO number2022Invoice contentCustomers can use PO numbers as reference on their invoices
Invoice Reference – Use custom from other plugins2022Invoice contentMatches and ties invoice reference to be consistent and avoid confusion.
Set custom shipping price code and description Invoice contentControl over invoice content
Set default sales account if sales breakout not required Invoice contentSimplifies setup
Customer Account Nos managed in WC and sent to Xero with orders – Both native and use other plugins2022Invoice contentMatching of the Customer Account No in Xero with that used in WooCommerce
Prevent orders with zero value from posting (in bulk send also)2022Avoid errorsAvoids clutter in Xero account from orders paid for with coupons
WC Order Notes optionally posted to face of invoice2022Invoice contentFlow of important information from the customer to Xero and delivery note
Product prices on orders can be posted as sales tax inclusive or exclusive from WooCommerce. Avoid errorsFlexibility in how prices are kept in Xero and WooCommerce.
Payment Settings ✔️   
Payment gateways broken-out with separate account mapping for each Invoice contentProvides essential payments analysis in Xero.  Also provides easy reconciliation for different bank and payment accounts.
Send payments to credit and asset accounts in Xero IntegrationCan handle payments on account and non-bank asset or liability accounts in Xero.
Ability to add, manage and use Account Funds plugin for users 2022IntegrationAbility to control and authorise purchases plus build customer loyalty.
Send payments automatically or manually Invoice processingSend automatically or manually one-by-one or in bulk.
Select payments that are sent automatically by gateway IntegrationIf automatic then some gateways need instant payment sending on order eg card or Paypal but others need delaying until payment received eg Bank transfer, COD etc.
Payments can be sent indivually from within the order or in bulk by ticking the orders Invoice processingMirror your payments process by posting as you go or at month end for B2B customers paying on monthly account.
Order Posting ✔️   
Set order send timing: Automatic, instantly, on a schedule or manually one-by-one or bulk send.2022Invoice processingProvides precise flexibility and control over the order posting process.
Set automatic order send triggers by WC order status: Creation, Pending Pmt, Processing, On Hold, Completed2022Invoice processingProvides flexibility and control over the automatic order posting process.
Custom Order Send triggers – Can be on any custom status change created by WC Custom Order Status Manager Plugin2022Invoice processingEnables your order processing sequence to be followed exactly
Coupon Code Mapping – Set and reuse same Xero code for multiple coupons2022Invoice processingAvoids clutter from lots of single-use coupons
Autocomplete orders with virtual and downloadable products options2023Invoice processingOnce an order is sent and paid the WooCommerce status can be set to complete automatically.
If a product code doesn’t exist in Xero one will be created using the SKU or if no SKU exists then with product ID. Avoid errorsProduct SKUs from WooCommerce will be used where they exist in Xero but this fallback avoids failed postings.
Xero Contact Mapping ✔️   
Match existing or use new customer billing name on invoice Invoice contentSet what customer attribute to match and use in invoice. Fallback prevents failed invoiced in event of missing or wrong data.
Match existing or use new company name on invoice Invoice contentSet what customer attribute to match and use in invoice. Fallback prevents failed invoiced in event of missing or wrong data.
Match existing or use email on invoice Invoice contentSet what customer attribute to match and use in invoice. Fallback prevents failed invoiced in event of missing or wrong data.
Use WooCommerce or use Xero contact address Invoice contentSet what customer attribute to match and use in invoice.
Xero Order Management ✔️   
Xero status shown for each order – eg Sent, Not Sent etc IntegrationVisual colour coded status is quick and easy to follow and identify problems
Order notes show Xero send actions and errors IntegrationAll Xero relevant data is kept with the order.
Filter WooCommerce orders by Xero sent status 2022PerformanceEasy to list unsent orders for further checking, batch or individual processing.
A range of Bulk Actions available for order processing PerformanceMakes selection and processing a breeze.
Inventory ✔️   
Two way inventory check at time of order – for order items only IntegrationDon’t sell inventory you don’t have.
Set inventory Master for order check  IntegrationMaster can be set to Xero or WooCommerce to mirror your process
Inventory sych can be done for all products in near real-time, on a schedule IntegrationDon’t sell inventory you don’t have.
Inventory reduced when order posted Avoid errorsInventory kept accurately and up-to-date
Inventory increased when order cancelled or refunded2022Avoid errorsInventory kept accurately and up-to-date
Inventory debugging tool2022Avoid errorsEnables Xero synch failures to be troubleshot (Xero doesn’t provide detail)
Synch log files produced for each synch Avoid errorsEnables easy checking and trouble-shooting
Performance & Control ✔️   
Batch processing rate control throttle and Xero API call rate optimisation and restart2022Avoid errorsEnables batch orders to be posted reliably without rejection by Xero and batch failure.
Set chunking size for batch processing Avoid errorsEnables optimisation of processing speed whilst avoiding batch rejection.
Send and Resend orders one-by-one or bulk send a batch of orders by ticking the orders.2022PerformanceEasy to send large batches for month-end or one by one.
Send payments one-by-one or bulk send a batch of payments.2022PerformanceEasy to send large batches for month-end or one by one.
Send payments with orders or separately PerformanceCan mirror your order handling processes.
Decouple send to Xero from checkout2022PerformanceAvoid any checkout freezes or delays for customers especially when placing large orders
Automatic send of new and failed orders every 5 minutes2022PerformanceAutomatic send when checkout decoupled.
Large order (>15 items) processing2022PerformanceAutomatic retry of failed orders or batches of orders. Useful when Xero is busy and fails large orders due to slow processing and time-outs.
Licence expiry 7-day grace period added.2022Avoid errorsProvides time to renew licence or cover authentication issues
Bulk Send Cron Job Cancel Button Added2022Avoid errorsCancel any Bulk Send jobs that don’t run
Product ✔️   
Use WC product codes, quantities, prices, taxes, coupons, discounts on Xero invoice2022Invoice processingXero invoice data matches WooCommerce source exactly
Integrate WC data into respective Xero fields not just as a memo  Invoice processingData is fully available for use by Xero eg reconciliations, reporting, journalling etc
Set and map product level accounts for sales, COGS, inventory, tracking categories.2022Reporting & analysisProvides detail for product level reporting in Xero as well as integration to save manual updates.
Assign Xero Tracking Category values at Product Level2022Reporting & analysisMake use of Xero Tracking Categories for analysis
Global Product Synch – Scheduled hard updates of product prices and descriptions in Xero from WC or from Xero to WC.  2022IntegrationSave’s manual updates and keeps both systems harmonised to avoid errors and have “One version of the truth”. Can specify which products to update. NB: Soft update only sets the prices needed for an invoice to be posted.
Product description length >50 characters handled2022Avoid errorsXero won’t accept descriptions > 50 characters and will fail the order.
Product SKU/code length >30 characters handled2022Avoid errorsXero won’t accept product codes > 30 characters and will fail the order. Some popular plugins use codes this long for coupons, points, subscriptions etc
Accounting ✔️   
Create invoices as Draft, Awaiting Payment or Paid Status in Xero (if instant payment used) Invoice processingFlexibility and time saving if automatically approved and awaiting payment.
Credit note automatic generation on full or partial refunds2022Invoice processingKeeps Xero in synch with orders
Cancelled orders not posted to Xero Invoice processingAvoids confusing invoices arriving in Xero
Automatic purchase bill generation in Xero stopped on inventory adjustments.2022Avoid errorsThese bills are confusing and illogical
Xero Due Date – Set default for invoices Invoice contentCan use the Xero default or set a custom value – useful for b2b customers paying on account at month end
Email selected Xero invoices from within WooCommerce to customer and send as a batch Invoice processingCan send out Xero invoices to just those customers who need them instead of all.
GST/VAT can be mapped simply or in full complexity Invoice contentSimple setup option if not selling overseas. 
Complex GST/VAT mapping by geography, product type and tax class Invoice contentMapping of ALL WooCommerce tax rates, EC VAT and digital service MOSS can also be modelled.
Set emailed Xero invoices to be paid or unpaid status Invoice processingUseful for B2B where unpaid invoices are sent on a statement at month end.
Send delivery address to invoice as well as billing address Invoice contentEssential for order processing or shipping note generation from within Xero.
Selectable Rounding Adjustment Account  Avoid errorsCan keep WooCommerce errors separate from other sources in Xero.
Post orders into different product or category sales accounts in Xero – unlimited no Reporting & analysisEnables analysis of sales in Xero by product or product category.
Orders posted by product WC sub-categories to parent category sales accounts in Xero Reporting & analysisMix sales breakdown by product and product category to avoid data sparcity (ie blanks in the detail) and focus on the important products.
Orders posted by geography to different Xero sales accounts Reporting & analysisEnables analysis of sales in Xero by geography or region or postcode.
Handling of hyphens and leading Xeros in Xero COA codes Invoice processingWith this these will generate an error resulting in the invoice failing.
Handling of special characters by Xero Invoice processingWith this these will generate an error resulting in the invoice failing.  This can occur in the customer or company name, address, geography or product description.
Multiple currencies handled provided base currencies match Invoice contentOrders can be taken in any currency and posted to Xero provided the WC and Xero base currencies are the same.
Failed Status Orders – Prevent being posted Invoice processingAvoid confusion being brought into Xero.
Synch payments made in Xero back to WooCommerce   ✔️ 
Invoices paid in Xero updated in WC with autocompletion with digital and virtual product options. Status shown on order dash. IntegrationUseful for B2B customers who pay at month-end.  Payment status is synched back to WooCommerce.
Coupons  ✔️   
Map WC coupons – %, fixed and cart Avoid errorsCoupons and discounts in WC are integrated into Xero and not just posted as a flat memo.
Handle taxes correctly on coupons  Avoid errorsCorrect data is posted and recalculated in Xero
Map coupons > than 30 characters in length Avoid errorsXero rejects any invoice with coupon codes bigger than 30 characters.  
Enable coupons for other coupon plugins Avoid errorsWe provide support for the main coupon plugins.
Troubleshooting  ✔️   
Debug screen listing each order no and error messages from Xero and Xeroom with search Avoid errorsMakes it easy to check why any orders failed to send and why.
Order custom fields show Xero invoice no and other info Avoid errorsEnables checking and investigation
Log files for Global Synchs  Avoid errorsEnables checking and investigation
Connection Status Button – Active/Broken Avoid errorsEasy to see if connection is working or not
Updates  ✔️   
Free updates with bug fixes and enhancements every 1-2 months Avoid errorsEnsure plugin performance and benefits are maximised whilst errors minimised.
WordPress and WooCommerce compatability testing 3 days from release Avoid errorsEnsure latest version benefits flow to users.
Update using standard WordPress plugin screen PerformanceQuick and easy to update with one-click
Release notes with feature info and bug fix details Avoid errorsProvides context and explanation to maximise benefits
Plugin update notifications2022Avoid errorsEnsure the latest bug fixes and enhancements are deployed
Support  ✔️   
Installation – Low cost $99 installation service available Reduce riskJumpstart your integration, avoid setup errors, max benefits
Knowledge Base System Avoid errorsSelf-service provides you with quick detailed answers, release notes and useful articles
Help-desk ticketing  Avoid errorsGet dedicated extra help when you need it.
Premium support services – phone, Zoom etc PerformanceGet extra help when you need it the way you want it
Presales consulting  Reduce riskCheck requirements analysis and fit for Xeroom
Post sales consulting for large projects Extend capability/lower riskUse Xeroom experts for system integration and customisation work
Bug fixing timescales – 1 week for core, 3 weeks for non-core Avoid errorsResponsive solutions
Agreed enhancements – 3-4 weeks PerformanceQuick risk-free development 
Compatability with other plugins:  ✔️   
WooCommerce Sequential Order Number Extend capabilityUse metadata value to set
WooCommerce Order Status Manager Extend capability 
Account Funds Extend capability 
Customer Account Numbers – Any Extend capabilityUse metadata value to set
Custom Coupon Codes Extend capability 
WooCommerce Invoice PDF  Extend capabilityUse metadata value to set
WooCommerce Wholesale Prices Extend capability 
WooCommerce Payment on Account Extend capability 
WooCommerce Product Bundles Extend capability 
WooCommerce Subscriptions Extend capabilityCompatibility added for points based SKUs and discounts.
Purchase Orders for WooCommerce Extend capabilityThe PO number, name and address details get posted
Point of Sale for WooCommerce Extend capability 
Smart Coupons for WooCommerce Pro Extend capability 
Smart Coupons For WooCommerce Coupons Extend capability 
Invoices for WooCommerce – Bas Elbers Extend capabilityUse metadata value to set
WooCommerce Coupon Restrictions Extend capability 
WooCommerce Invoice Gateway Extend capability 
WooCommerce PayPal Payments Extend capability 
WooCommerce PDF Invoices Extend capabilityUse metadata value to set
Woocommerce PDF Invoices & Packing Slips Pro Extend capabilityUse metadata value to set
WooCommerce Product Add-Ons Ultimate Extend capability 
WooCommerce Points & Rewards Extend capability 
WooCommerce Stripe Gateway Extend capability 
WooCommerce Wholesale Ordering Extend capability 
WPC Product Bundles for WooCommerce  Extend capability 
Other Features  ✔️   
Xeroom is a dedicated WordPress plugin not a separate application Ease of use Easy and intuitive to install, update and use.  No additional platform to learn and maintain going forward.
Xeroom is focussed wholly on WooCommerce and Xero unlike other generic ETL connectors  100% focussed on integrating properly with WooCommerce and its other apps.
Secure connection to Xero used SecurityEasy to setup, use and maintain with no risk to data loss.
Bulk Data Loader Tool – for historic invoices load Extend capabilityEnables cut-over to Xero in mid accounting period.
Developed by chartered accountants and Xero certified bookkeepers Low riskExtensive understanding, knowledge, experience and skill deployed into Xeroom.
Coded and tested by WooCommerce plugin specialist firm Low riskCoded to very high quality standards to minimise bugs, errors and ensure stable operation.
Independent 5* public reviews on TrustPilot Low riskTrusted and endorsed by other users
Low price annual subscription of $197  Value for moneyWe have invested over $300,000 so far in Xeroom development and make this available for only $197 with no expensive monthly fees or transaction or data limits.  
Pricing model Value for moneyPrice is set not by the no of features but to be less than 1 hour of a chartered accountant’s time.
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