Connecting Xero

Connecting your Xero organisation

Only the business owner can connect, disconnect or change the Xero organisation. From any page, open Settings → Automations → Xero Connectivity (or visit /xero directly) and click Connect to Xero. You'll be taken to Xero's official sign-in screen, where you:

1. Sign in to Xero (if you're not already).
2. Pick the Xero organisation you want to connect to Suiviro.
3. Review the access Suiviro is requesting and click Allow access.

Xero then sends you back to Suiviro and the connection becomes active. If you manage more than one Xero organisation, you can change which one Suiviro is connected to later - see Changing the connected organisation.

What you're granting access to

On the Xero consent screen you'll be asked to grant the following:

• Your basic profile and email (openid, profile, email) - so Suiviro knows which Xero user connected.
• Stay connected in the background (offline_access) - so Suiviro can refresh its access without making you sign in again every hour.
• Contacts - read & write (accounting.contacts) - to import your customers from Xero and push new or edited clients back to Xero as contacts when you create or sync a client in Suiviro. Suiviro only writes contacts; it never touches invoices, payments or any other Xero record.
• Invoices and quotes - read only (accounting.invoices.read) - so Suiviro can show recent invoices and quotes against a customer's file. Suiviro never creates, edits, voids or deletes invoices or quotes.

Suiviro never asks for payroll, bank transactions, settings, reports, or anything outside the scopes above. You can review the exact scopes at any time at the top of the consent screen, and you can revoke them at any time from inside Xero - see Disconnecting Xero.

What syncs (and what doesn't)

Data that flows from Xero into Suiviro:

• Contact name, email, phone numbers and address fields.
• Contact status (active / archived) and the Xero contact ID, so we can link the two records.
• Recent invoices and quotes for that contact, on the customer file, read only.

Data that does NOT sync from Xero:

• Bank accounts, bank transactions, reconciliations.
• Payroll, employees, timesheets, leave.
• Reports, budgets, tracking categories, chart of accounts.
• Settings, users or organisation-level configuration.

Data that Suiviro pushes back to Xero: contacts only. When you create a new client in Suiviro, or edit a Suiviro-side client that is linked to a Xero contact, Suiviro can sync those contact-level fields (name, email, phone, address) back to Xero as a contact. Suiviro never creates, edits or voids invoices, quotes, payments, bank transactions, journals, payroll records or any other Xero accounting data.

Importing contacts

Once connected, go to Settings → Automations → Xero Connectivity and use Import from Xero. You can:

• Filter the list (e.g. only active contacts, only contacts with recent activity).
• Preview which contacts will come in before anything is written.
• Run the import - existing Suiviro clients matched by Xero contact ID are updated, new ones are created.

Re-running the import is safe: Suiviro uses the Xero contact ID as the match key, so you won't end up with duplicates. Contacts you've edited in Suiviro keep your changes; only empty fields are filled in from Xero.

Changing the connected organisation

Each Suiviro business connects to one Xero organisation at a time. To switch:

1. Open Settings → Automations → Xero Connectivity.
2. Click Change organisation.
3. You'll be returned to Xero to pick a different organisation, then sent back to Suiviro.

Contacts that were imported from the old organisation stay in Suiviro - they just stop syncing. If you don't want them, archive or delete them in Suiviro after switching.

Disconnecting Xero

You can disconnect from either side:

• In Suiviro: Settings → Automations → Xero Connectivity → Disconnect. Suiviro immediately stops calling Xero and forgets its access.
• In Xero: My Xero → Connected apps, find Suiviro, and click Disconnect. Xero invalidates the tokens on its side; Suiviro detects this on its next sync and marks the connection as disconnected.

When you disconnect, the contacts and invoice/quote summaries that were imported stay in Suiviro - they're your records to keep, edit or delete. Re-connecting (to the same Xero organisation) re-links existing contacts by their Xero contact ID; no duplicates are created.

Troubleshooting

"Xero is not connected" when you think it is. The most common cause is that someone disconnected Suiviro from inside Xero (My Xero → Connected apps). Re-connect from Settings → Automations → Xero Connectivity.

"You don't have permission to manage Xero." Only the business owner can manage the Xero connection. If you need to change owner, contact admin@suiviro.com.

Connection looks healthy but no recent invoices show on a contact. Suiviro only pulls invoices/quotes belonging to that contact in the connected organisation. Check the contact is correctly linked to Xero (the customer file shows a Xero badge when it is), and that the invoice exists under the same Xero organisation you connected to.

You see a contact in Xero but it didn't import. Archived Xero contacts are filtered out by default. Re-run the import with the archived filter on, or un-archive the contact in Xero.

Token / session errors after a long period of inactivity. Suiviro refreshes its Xero session automatically. If a refresh fails (for example, your Xero password was reset), simply disconnect and reconnect - no data is lost.

If something here doesn't match what you're seeing, email admin@suiviro.com with a screenshot and we'll dig in.

Privacy & data handling

Xero access tokens are encrypted at rest and never exposed to your browser; only Suiviro's server uses them, to read your Xero contacts, invoices and quotes, and to write contact updates back to Xero on behalf of your business - nothing more. Suiviro does not share Xero data with third parties, does not use it to train any model, and does not retain it after you delete your account. For the full picture see our Privacy Policy and Data Processing Agreement.

Still stuck? Email admin@suiviro.com - a real person will reply, usually the same day in Australian business hours.