Xeroom Features & Benefits
Designed to Make Life Easy for You
Easy Installation & Setup
Install the Xeroom plugin, connect your site to Xero and then configure it – which takes just 30 minutes. Compatible with most WooCommerce plugins.
Manage Payments, Credit Notes & Refunds
Use multiple payment gateways to facilitate automatic bank reconciliations. Synch payments back to WooCommerce. Generate credit notes on full or partial refunds.
Flexible Invoice & Accounting Settings
Set exactly how you want your invoices to be in Xero to ensure accuracy and smooth integration with your existing processes.
Great Process Management & Control
Stay in full control of your synch process with colour-coded order dash. Ensure smooth operation and quickly fix rejected invoices. Many useful tweaks to get around Xero limitations.
Unique Product & Inventory Synch
Quick and easy one-click copy of all your product and inventory data to/from Xero. Automatic synchs of updates in real-time.
Updates & Support
Regular updates & enhancements to ensure reliable operation. Premium support services available for mission critical sites.
Xeroom Features & Benefits
Designed to Make Life Easy for You
Easy Installation & Setup
Install like any WooCommerce plugin and takes just 15 minutes for a standard setup with simple easy navigation and UX drop-down picklists. Compatible with most WooCommerce plugins.
Flexible Order Posting, Invoice Settings & Accounting Preferences
Unique Powerful Product & Invertory Synch
Quick and easy one-click copy of all your product and inventory data to/from Xero. Automatic synchs of updates in real-time with full flexibility about how it is done.
Manage Payments, Credit Notes & Refunds
Use multiple payment gateways to facilitate automatic bank reconciliations. Synch payments back to WooCommerce. Generate matched Credit Notes when making full or partial refunds. Enable Xero customer funds to be used in WooCommerce.
Great Process Management & Control
Stay in full control of your synch process. Ensure that your integration runs smoothly and that any rejected invoices are easy-to-fix thanks to detailed error logging. Helpful colour-coded dashboard for easy order management with many bult-in useful tweaks to get around Xero limitations.
Updates & Support
Regular updates to ensure reliabre operation and both free and premium support services available for mission critical sites.
Why Invest in Xeroom?
Packed with Useful Features
The full list of features is extensive and has been developed over more than 12 years from practical customer feedback and requests. Xeroom embodies the wishes of dozens of bookkeepers who want efficient time-saving features, ease-of-use, flexibility, control and error-free reliability.
Future Proofing
You might not need all of our features to start with but could well do in the future. By deploying a seasoned, stable, extensible plugin you are future-proofing and derisking your investment .
Beats the Competition Hands Down
We were the first plugin to do this and are considered the best. Many players have tried to imitate us but building thoughtful features with reliable code takes a lot of time and effort which few achieve.
Peace-of-Mind Pricing
We price Xeroom to be less than an hour of an accountant’s time which we think is great value. We have no transaction limits or hidden costs.
Great Service and Backup
If you hit any issues our support service is 2nd to none and will get back on track quickly. Read the many independent 5-star Trustpilot reviews to see what a great experience working with us is.
Risk-Free 7 Day Trial
If you are still unsure if Xeroom is the best solution for you then why not just try it and see as we offer a no-risk 7 day free-trial full refund guarantee.
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
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"
“Xeroom saves hours of my time and costs for my clients. The invoices, payments and credit notes are always correct plus it also makes the bank recs a piece-of-cake!”
4.8
Catherine Gardner, FMAAT, Director – 5Archers Accounting Ltd – Xero Certified Bookkeeper
"I cannot speak more highly of Xeroom!"
“Not only is this a brilliant plugin for our websites but the service is second to none. We are saving a fortune with bookkeeping fees as well as freeing up valuable time knowing everything is faultlessly posted from Storm Russo to Xero.”
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