Xeroom Features & Benefits
Designed to Make Life Easy for You
Easy Installation & Setup
Manage Payments, Credit Notes & Refunds
Flexible Invoice & Accounting Settings
Great Process Management & Control
Unique Product & Inventory Synch
Updates & Support
Designed to Make Life Easy for You
Easy Installation & Setup
Flexible Order Posting, Invoice Settings & Accounting Preferences
Unique Powerful Product & Invertory Synch
Manage Payments, Credit Notes & Refunds
Great Process Management & Control
Updates & Support
Why Invest in Xeroom?
Packed with Useful Features
Future Proofing
Beats the Competition Hands Down
Peace-of-Mind Pricing
Great Service and Backup
Risk-Free 7 Day Trial
Features & Benefits Details
INSTALLATION
Feature
Summary
Benefit
Preset selection lists of valid Xero accounts and tax methods
Avoid errors/Easy setup
Shows only valid selections in drop-down lists for easy configuration.
Generation of Xero connection URI
Avoid errors/Easy setup
Avoids problems with permalinks and connection issues.
Automatic Xero security token refresh every 15 mins
Stability
Avoid connection to Xero dropping when other apps connect to your Xero.
One-click copying of all products to/from Xero
Easy setup
Avoids tedious export/import of product codes and data.
Xero connection/authorisation button
Easy setup
Quick connection to Xero for app selection, authentication and linking.
Xero API settings and connection status displayed
Easy setup
Easy to set and check the Xero app connection.
INVOICE SETTINGS
Feature
Summary
Benefit
Invoice Number - Use Xero order no sequence
Set Invoice content
Keeps Xero numbering clean and minimises errors.
Invoice Number - Use Order No with set prefix and start no
Set Invoice content
Easy to identify invoices created from website by order no.
Invoice Number - Use invoice PDF or any custom no plugin
Set Invoice content
Matches and ties orders with invoices and custom PDF plugin invoices.
Invoice Reference - Use order no
Set Invoice content
Easy to locate relevant invoices in Xero by order no.
Invoice Reference - Add prefix and gateway
Set Invoice content
Useful for Xero payment tracking, analysis and reconciliation.
Invoice Reference - Add payment/card reference
Set Invoice content
Useful for Xero payment tracking, analysis and reconciliation.
Invoice Reference - Add customer name
Set Invoice content
Useful for Xero payment tracking, analysis and reconciliation.
Invoice Reference - Use PO number
Set Invoice content
Customers can use PO numbers as reference on their invoices.
Invoice Reference - Use custom from other plugins
Set Invoice content
Matches and ties invoice reference to be consistent and avoid confusion.
Custom shipping price code and description or order shipping
Set Invoice content
Show shipping method details or use generic description.
Set default sales account if sales breakout not required
Set Invoice content
Simplifies setup
Customer Account Nos sent to Xero with orders
Set Invoice content
Use Xero Contact details based on Customer Account No
Prevent orders with zero value from posting
Avoid errors
Avoids clutter in Xero account from orders paid for with 100% coupons
Show WC Order Notes in invoice
Set Invoice content
Show important info for processing and delivery notes.
Product prices can be inclusive or exclusive of sales taxes
Avoid errors
Flexibility on how prices are kept in Xero and WooCommerce.
Payment Settings
Feature
Summary
Benefit
Multiple payment gateways mapping to separate bank accounts
Set Invoice content
Provides essential payments analysis with easy reconciliation for different bank accounts.
Send payments to credit and asset accounts in Xero
Flexibility & Control
Can handle payments-on-account and to non-bank asset or liability accounts.
Ability to add, manage and use Account Funds plugin for users
Customer Offering
Ability to control and authorise purchases plus build customer loyalty.
Send payments automatically or manually
Ease-of-use
Send automatically or manually one-by-one or in bulk.
Select payments that are sent automatically by gateway
Flexibility & Control
Instant payment sent on order eg card or delaying until paid eg Bank transfer.
Payments can be sent indivually or in bulk by ticking the orders
Ease-of-use
Mirror your payments process by posting as you go or at month-end for B2B customers paying on monthly account.
Xero Contact Mapping
Feature
Summary
Benefit
Match existing or use new customer billing name on invoice
Flexibility & Control
Set 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
Flexibility & Control
Set 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
Flexibility & Control
Set 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 customer account number
Flexibility & Control
Send automatically or manually one-by-one or in bulk.
Select payments that are sent automatically by gateway
Flexibility & Control
Customer ac no field is added to WC Users by Xeroom. These can be used for mapping orders and using Xero contact data eg branches to HQ
Use WooCommerce or use Xero contact address
Flexibility & Control
Set what customer attribute to match and use in invoice.
COUPONS & DISCOUNTS
Feature
Summary
Benefit
Map WC coupons - %, fixed and cart
Extend capability
Coupons and discounts in WC are integrated into Xero and not just posted as a flat memo.
Handle taxes correctly on coupons
Avoid errors
Correct data is posted and recalculated in Xero.
Map coupons > than 30 characters in length
Avoid errors
Xero rejects any invoice with coupon codes bigger than 30 characters.
Enable coupons for other coupon plugins
Avoid errors
Compatible with most of the coupon plugins.
INVENTORY SYNCH
Feature
Summary
Benefit
Inventory real-time check of only items on order
Integration
Don't sell inventory you don't have. Avoid delays at checkout.
Inventory sych can be done in real-time or on a schedule
Integration
Don't sell inventory you don't have. Give timely info to customers.
Inventory Adjustment - Reduced when order posted
Avoid errors
Inventory kept accurate and up-to-date.
Inventory Adjustment - Increased on cancellation or refund
Avoid errors
Inventory kept accurate and up-to-date.
Inventory debugging tool
Avoid errors
Enables troubleshooting of synch failures.
Log files produced for each synch with updated values
Avoid errors
Provides for easy audit checking and troubleshooting.
Set Inventory Asset Account
Flexibility & Control
Can use as additional IAA in Xero
Allow for back orders in WC
Avoid errors
Xero doesn't permit back orders which causes an error. Inventory is corrected for these once restocked.
Can synch in either direction for all products at once
Integration
Update inventory to allow for physical shop or phone orders in Xero.
Synch process done in automatic batches
Avoid errors
Circumvent Xero's API processing limits.
PERFORMANCE & CONTROL
Feature
Summary
Benefit
Batch processing rate control throttle and Xero API call rate optimisation and restart
Avoid errors
Enables batch orders to be posted reliably without rejection by Xero and batch failure.
Set chunking size for batch processing
Avoid errors
Enables 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.
Ease-of-use
Easy to send large batches for month-end or one by one.
Send payments one-by-one or bulk send a batch of payments.
Ease-of-use
Easy to send large batches for month-end or one by one.
Send payments with orders or separately
Ease-of-use
Enables troubleshooting of synch failures.
Decouple send to Xero from checkout
Performance
Avoid any checkout freezes or delays for customers especially when placing large orders
Automatic send of new and failed orders every 5 minutes
Ease-of-use
Automatic send when checkout decoupled.
Able to process large orders (up to 120 line items)
Performance
Automatic retry of failed orders or batches of orders.
Licence expiry 7-day grace period.
Ease-of-use
Provides time to renew licence or cover authentication issues.
Set daily limit to order and credit posting
Avoid errors
Avoid runaway invoice creation in case of major error eg HPOS screw up.
PRODUCT SYNCH
Feature
Summary
Benefit
Synch all products in either direction WC-Xero or Xero-WC
Flexibility & Control
Mirror how you want to run your online, offline shops with Xero.
Set which products to synch
Flexibility & Control
Only synch relevant products
Post product codes, quantities, prices, taxes, coupons, discounts
Flexibility & Control
Xero invoice data matches WooCommerce source exactly
Map product accounts for sales, COGS, inventory
Reporting & Analysis
Data is posted to correct Xero accounts and so available for reconciliations, reporting, journalling etc.
Select which products to synch
Flexibility & Control
Can mix and match synched and unsynched products.
Set Tracking Categories to use
Reporting & Analysis
Make use of Xero Tracking Categories for analysis.
Set Tracking Category values at product level
Reporting & Analysis
Make use of Xero Tracking Categories for analysis.
Soft or hard updates of product prices and descriptions
Flexibility & Control
Avoids manual updates and errors. Avoid risky hard data changes.
Set synch to be on a daily, hourly or real-time schedule
Performance
Match timing with needs and server performance.
Product description length >50 characters handled
Avoid errors
Xero won't accept descriptions > 50 characters and will fail the posting.
Product SKU/code length >30 characters handled
Avoid errors
Xero won't accept product codes > 30 characters and will fail the posting. Some popular plugins use codes this long for coupons, points, subscriptions etc
ACCOUNTING
Feature
Summary
Benefit
Create invoices as Draft, Awaiting Payment or Paid Status
Invoice processing
Fits in with existing process and can be automatically approved.
Automatic credit note generation on full or partial refunds
Invoice processing
Keeps Xero in synch with order changes.
Cancelled orders not posted to Xero
Avoid errors
Avoids confusing invoices arriving in Xero.
Automatic purchase bill generation stopped on inventory adjustments.
Avoid errors
These bills are confusing and illogical.
Xero Due Date - Set default or custom setting
Invoice content
Can use the Xero default or set a custom value - useful for b2b customers paying on account at month end
Automatically email Xero invoices once created to customer and also can send as a batch
Flexibility & Control
Can send out Xero invoices to just those customers who need them.
Sales taxes GST/VAT can be mapped simply or as complex
Invoice content
Match tax mapping to your business complexity.
Complex GST/VAT mapping by geography, product type and tax class
Invoice content
Mapping of ALL WooCommerce tax rates, EC VAT and digital service MOSS can also be handled.
Set emailed Xero invoices to be Paid or Unpaid status
Invoice processing
Match tax mapping to your business complexity.
Send delivery address to invoice as well as billing address
Invoice content
Essential for order processing or psuedo shipping note generation.
Selectable Rounding Adjustment Account
Avoid errors
Can keep WooCommerce errors separate.
Post orders into different product or category sales accounts in Xero - unlimited no
Reporting & analysis
Enables analysis of sales in Xero by product or product category.
Orders posted by product WC sub-categories to parent category sales accounts
Reporting & analysis
Obtain effective sales breakdown by product and product categories and avoid data blanks.
Orders posted by geography to different sales accounts
Reporting & analysis
Enables analysis of sales in Xero by geography or region or postcode.
Handling of hyphens and leading Xeros in Xero COA codes
Avoid errors
With this these will generate an error resulting in the invoice failing.
Handling of non-standard or special ascii characters by Xero
Avoid errors
With this these will generate an error resulting in the invoice failing. This can occur in the ac codes, customer or company name, address, geography or product description.
Multiple currencies - Handled provided base currencies match
Invoice content
Orders 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
Avoid errors
Avoid confusion being brought into Xero.
SYNCH PAYMENTS FROM XERO
Feature
Summary
Benefit
Payments made in Xero are updated to the orders in WC (and Autocompletion can be used). Status shown on order dash.
Extend capability
Useful for B2B customers who pay at month-end. Payment status is synched back to WooCommerce.
order posting
Feature
Summary
Benefit
Set order send timing: Automatic, instant, scheduled, manually one-by-one or bulk send.
Flexibility & Control
Provides precise flexibility and control over when the order posting occurs.
Set automatic order send triggers by order status: Creation, Pending Pmt, Processing, On Hold, Completed
Flexibility & Control
Enables order status change to trigger sending.
Custom Order Send triggers - Can be on any custom status change created by WC Custom Order Status Manager Plugin
Flexibility & Control
Enables your order processing sequence to be followed exactly
Coupon Code Mapping - Set and reuse same Xero code for multiple coupons
Ease-of-use
Avoids clutter from lots of single-use coupons
Autocomplete orders with virtual and downloadable products options
Invoice processing
Once an order is sent and paid the WooCommerce status can be set to complete automatically.
Products get updated or created in Xero using SKU or product ID.
Avoid errors
Product SKUs will be used where they exist or product ID fallback to avoid failed postings and synchs.
xero order management
Feature
Summary
Benefit
Xero colour coded status shown for each order - eg Sent, Not Sent, invoice emailed etc
Integration
Visual status provides summary and is quick and easy to follow and identify problems
Order notes record Xeroom send actions
Integration
All Xero relevant data is kept with the order.
Filter WooCommerce orders by Xero sent status
Performance
Easy to list unsent orders for further checking, batch or individual processing.
A range of Bulk Actions available for order processing
Performance
Makes selection and processing a breeze.
Ebay and Amazon order skipping
Integration
Avoid duplication for orders sent direct to Xero from other platforms
Summary Orders
Feature
Summary
Benefit
Creates daily or weekly summary orders from regular orders
Performance
Avoids clutter and confusion where a lot of small value retail orders and payments are occuring.
Orders can be created automatically or manually
Flexibility
Full control over the creation and posting of summary orders to Xero
Summary orders provide links to source orders
Efficiency
Enables drill-down and quick resolution of any issues.
Post consolidated orders & payments to Xero
Efficiency
Enables easier and faster reconciliation with consolidated batch payments
Avoid hitting the Xero daily rate and total API limits
Avoid Errors
Summary orders massively reduce API call load to Xero.
Management of orders with Summary Orders
Clarity
Order and summary orders contain audit notes of order movements.
Xero posting colour-coded status's
Clarity
Easily track the xero status of any order.
Log files generated
Resolve errors
Any errors in creating and posting Summary Orders are logged for quick resolution.
Xero invoices contain sub-order references
Clarity
Enables quick cross-referencing for troubleshooting.
Double-posting checks
Avoid errors
No order can be posted to Xero twice avoiding double-counting and reconciliation errors.
Each SO has totals for amounts and tax
Control
Daily totals enable clear sales reporting in Xero.
TROUBLESHOOTING
Feature
Summary
Benefit
Xeroom process steps added to order notes
Avoid errors
Easy to check why any orders failed to post and why.
Debug screen listing each order no and error messages
Avoid errors
Xero success or error messages audit trail kept.
Order custom fields show Xero invoice no and other info
Avoid errors
Enables easy checking and investigation.
Log files for Global Synchs
Avoid errors
Enables easy checking and investigation of any failed synchs.
Connection Status Button - Active/Disconnected
Avoid errors
Easy to see if connection is working or not.
COMPATABILITY WITH OTHER PLUGINS
Feature
Summary
Benefit
WooCommerce Sequential Order Number
WooCommerce Order Status Manager
Account Funds
Customer Account Numbers - Any
Custom Coupon Codes
WooCommerce Invoice PDF
WooCommerce Wholesale Prices
WooCommerce Payment on Account
WooCommerce Product Bundles
WooCommerce Subscriptions
Purchase Orders for WooCommerce
Point of Sale for WooCommerce
Smart Coupons for WooCommerce Pro
Smart Coupons For WooCommerce Coupons
Invoices for WooCommerce - Bas Elbers
WooCommerce Coupon Restrictions
WooCommerce Invoice Gateway
WooCommerce PayPal Payments
WooCommerce PDF Invoices
Woocommerce PDF Invoices & Packing Slips Pro
WooCommerce Product Add-Ons Ultimate
WooCommerce Points & Rewards
WooCommerce Stripe Gateway
WooCommerce Wholesale Ordering
WPC Product Bundles for WooCommerce
Extend capability
Compatibility added for points based SKUs and discounts.
The PO number, name and address details get posted
UPDATES & ENHANCEMENTS
Feature
Summary
Benefit
Bug fixes and enhancements released every 1-2 months
Stability & Avoid Errors
Ensure plugin performance maximised whilst errors minimised.
Compatability testing 1 week from new releases of WC
Stability & Avoid Errors
Ensure latest version benefits flow to users.
Update using standard WordPress plugin screen
Ease-of-use
Quick and easy to update with one-click.
Release notes with feature info and bug fix details
Ease-of-use
Provides context and explanation to maximise benefits.
Plugin update notifications
Stability & Avoid Errors
Ensure the latest bug fixes and enhancements are deployed.
SUPPORT
Feature
Summary
Benefit
Installation - Low cost installation service available
Reduced risk
Jumpstart your integration, avoid setup errors & maximise benefits.
Knowledge Base Portal System
Fast support
Self-service provides you with quick detailed answers.
Help-desk ticketing
Fast support
Get dedicated extra help when you need it.
Premium paid support services available - phone, Zoom etc
Fast support
Get extra help when you need it the way you want it.
Presales consulting
Reduced risk
Check requirements analysis and solution fit for Xeroom.
Post-sales consulting for large projects
Extend capability
Use Xeroom experts for system integration and customisation work.
Bug fixing timescales - 1 week for core, 3 weeks for non-core
Avoid errors & downtime
Responsive solutions from the authors not some 3rd party.
Enhancements & customisations - 3-4 weeks
Extend capability
Quick fixed-price cost-effective & risk-free development.
OTHER FEATURES
Feature
Summary
Benefit
Dedicated WordPress plugin not a separate application
Ease of use
Easy to install, update and use. No extra platform to learn and maintain.
100% focussed on WooCommerce and Xero
Avoid errors
Not a generic data warehouse type connector with extra transaction fees.
Secure connection to Xero used
Security
Easy-to-setup, use and maintain with no risk of data loss.
Bulk Data Loader Tool - For historic invoices
Extend capability
Enables cut-over to Xero in mid-accounting period.
Designed by chartered accountants & Xero bookkeepers
Reduced risk
Extensive Xero understanding, knowledge & experience.
Coded by recognised WooCommerce plugin specialists
Stability
High quality code to minimise bugs, errors and ensure stable operation.
Beta tested on live sites
Reduced risk
Flush out any uncaught bugs.
60 x 5* Reviews on TrustPilot
Reduced risk
Trusted and endorsed by other users.
Bug fixing timescales - 1 week for core, 3 weeks for non-core
Avoid errors & downtime
Responsive solutions from the authors not some 3rd party.
Low price annual subscription of $197
Value for money
No monthly fees nor transaction or data limits.
Pricing model
Value for money
Price is set not by the no of features but to be less than 1 hour of an accountant's time.
Don’t Take Our Word for it
"Saves Hours of my Time and Costs for my Clients"
4.8
Catherine Gardner, FMAAT, Director – 5Archers Accounting Ltd – Xero Certified Bookkeeper
"I cannot speak more highly of Xeroom!"
4.8
Rene Russo, Director – www.stormrussoenterprises.com.au
"Xeroom is worth every penny and some!"
“As a small business the time we have available for bookkeeping & accounting is quite limited so anything that can help manage our time better is worth investing in.
Having tried several tools that link Woocommerce to Xero we found Xeroom is way ahead with it’s functionality. A massive thumbs up to Peter and team. Thank you and keep up the excellent work.”
4.8
Ross Wallace, Partner – www.lakesfirstaid.co.uk