CubeMSP works out what to bill; Xero stays the book of record.
CubeMSP and Xero
Recurring service billing and chargeable time pushed to Xero as draft invoices, with the ledger staying exactly where your accountant wants it.
- Accounting
- No per-connector licence
- 01234 672 617
Nobody moving to a new management platform wants to change their accounting package as well, and there is no good reason to. CubeMSP knows what recurring services a client has, what quantity, at what price and for what period, and it knows what chargeable time was booked against them. That is everything needed to produce a billing run. It hands that to Xero as draft invoices with the nominal analysis already applied, and stops there - because raising and chasing the invoice is a finance process that already works.
What moves
Exactly what is synced, and which way
Being specific about this up front avoids the single most common integration disappointment - discovering after go-live that one field never travelled.
- Out of CubeMSP
Recurring service invoices
A billing run produces draft invoices in Xero from the services held per client, with quantity, price, period and nominal code applied.
- Out of CubeMSP
Chargeable time and project work
Billable time entries and completed project milestones added to the draft invoice as lines, with the incident or task reference on each.
- Both ways
Clients and contacts
Accounts kept aligned in both directions, with one system nominated as master per field so nothing overwrites unexpectedly.
- Into CubeMSP
Payment status
Paid, part-paid and overdue reflected back, so the account view in CubeMSP shows the real position rather than assuming everything was settled.
How it behaves
The detail that decides whether it is actually useful
Drafts, not final invoices
Invoices arrive in Xero as drafts for somebody to review and approve. Automating the calculation is sensible; automating the sending is how a wrong invoice reaches a client.
The recurring run, run properly
Monthly, quarterly and annual services billed on their own cycle, with mid-term quantity changes pro-rated from their effective date rather than ignored.
Unbilled work surfaced first
Billable time not yet on an invoice is listed before the run, so the write-off becomes a decision somebody makes rather than an accident discovered a quarter later.
Nominal analysis applied
Service categories map to nominal codes and tracking categories, so recurring, project and ad-hoc revenue are separable in the accounts without manual coding.
Setting it up
Three steps, done during implementation
Connect your Xero organisation through its standard OAuth consent - no keys to copy and no credentials held by us.
Map service categories to nominal codes and tracking categories once, during implementation.
Run the first billing period in parallel with your existing process and compare, before switching over.
Questions
What people ask about this one
It is in build rather than shipped. We would rather say that plainly than let a page imply otherwise. Ask us for the current position and expected date, and we will give you both.
No. Invoices are created as drafts in Xero and somebody approves them. The calculation is the tedious part worth automating; the sending is the part worth a human looking at.
Quantities are held with effective dates, so a licence count that changed on the fourteenth is pro-rated correctly rather than being billed as though it had changed on the first.
Yes. The billing run can be exported as a spreadsheet instead, which several providers prefer for the first few months while they build confidence in the figures.
Related
Usually set up at the same time
- SageBilling data from recurring services and chargeable time exported into Sage, for firms whose finance function is not moving and should not have to.
- QuickBooksRecurring service billing and chargeable time pushed to QuickBooks Online as drafts, with client accounts kept in step.
- REST API & WebhooksA documented REST API and webhooks on every meaningful event - included in the platform, not licensed per connection.
Xero
Check the Xero detail before you commit
Send us the specifics - your chart of accounts, your tax treatment, your product structure - and we will tell you exactly how it maps rather than promising it will be fine.