Xero integration overview

In this article

• What the integration does
• Before you start
• What’s not included
• Important considerations
• Want to know more?

What the integration does

The Chalkstring Xero integration allows you to link your Chalkstring account directly with your Xero accounting software. This removes the need to manually export and import spreadsheets, reducing errors and saving time.

Once set up, the integration allows you to: - Read contacts, tax codes, and nominal codes from Xero into Chalkstring - Push client, subcontractor and supplier contacts from Chalkstring to Xero - Push material invoices, fixed cost invoices and labour applications from Chalkstring to Xero - Validate data before pushing to avoid errors - View the status of what’s been sent to Xero directly within Chalkstring.

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Before you start

To use the Xero integration, you’ll need the following:

• Enabled feature: Contact Chalkstring support at help@chalkstring.com to enable the Xero integration for your account.
• User permissions:
  • To be able to access the xero integration options, you must have the 'Exports' access permissions for the 'Accounts' section enabled for your login. Speak to your system administrator if you require this access permission.
• CIS: If you plan to push labour applications and want to use CIS features, ensure CIS is enabled in your Xero account.
• Xero organisation: If you have access to multiple Xero organisations, make sure you’re logged into the correct one when connecting. 

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What’s not included

The integration currently does not support:

• Importing or syncing project data from Xero
• Pushing incoming applications for payment or supply and fit data
• Receiving any accounting data from Xero into Chalkstring
• CIS deduction rates and verification numbers – these must be set up manually in Xero for each subcontractor

These limitations may be addressed in future phases of the integration.

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Important considerations

• One-way integration: Chalkstring can only push accounting data to Xero. Xero cannot send data accounting back to Chalkstring.
• Correcting mistakes:
  • If incorrect data is pushed to Xero, you’ll need to either amend it manually in both systems to keep them aligned, or void the transaction in Xero, make the corrections in Chalkstring, and push again.
  • Re-pushing a record will create a new transaction in Xero — it does not overwrite the original.
• Invoice push readiness: Invoices must be approved, with all nominal codes, VAT codes, and contacts correctly linked before they can be pushed. Chalkstring will highlight any issues.
• CIS requirements: To ensure accurate CIS deductions, ensure your nominal codes and Xero accounts are set up correctly. Refer to the Configuring CIS article for more information.