# Xero

> Recurring service billing and chargeable time pushed to Xero as draft invoices, with the ledger staying exactly where your accountant wants it.

**URL:** https://cubemsp.co.uk/integrations/xero

CubeMSP works out what to bill; Xero stays the book of record.

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.

## Details

- **Category:** Accounting
- **Licence cost:** included, no per-connector charge
- **Platform:** CubeMSP (https://cubemsp.co.uk/platform)

## What syncs

- **Recurring service invoices** (Out of CubeMSP): A billing run produces draft invoices in Xero from the services held per client, with quantity, price, period and nominal code applied.
- **Chargeable time and project work** (Out of CubeMSP): Billable time entries and completed project milestones added to the draft invoice as lines, with the incident or task reference on each.
- **Clients and contacts** (Two-way): Accounts kept aligned in both directions, with one system nominated as master per field so nothing overwrites unexpectedly.
- **Payment status** (Into CubeMSP): 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

- **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.

## Setup

1. Connect your Xero organisation through its standard OAuth consent - no keys to copy and no credentials held by us.
2. Map service categories to nominal codes and tracking categories once, during implementation.
3. Run the first billing period in parallel with your existing process and compare, before switching over.

## Frequently asked questions

**Is this available today?**

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.

**Does it send invoices to clients automatically?**

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.

**What about mid-term quantity changes?**

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.

**Can we keep raising invoices manually?**

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 integrations

- **Sage** - Billing data from recurring services and chargeable time exported into Sage, for firms whose finance function is not moving and should not have to. https://cubemsp.co.uk/integrations/sage
- **QuickBooks** - Recurring service billing and chargeable time pushed to QuickBooks Online as drafts, with client accounts kept in step. https://cubemsp.co.uk/integrations/quickbooks
- **REST API & Webhooks** - A documented REST API and webhooks on every meaningful event - included in the platform, not licensed per connection. https://cubemsp.co.uk/integrations/rest-api

## Contact

- **Product:** CubeMSP
- **Trading name of:** Cube Systems Limited (company number 17220899, ICO registration number ZC216972)
- **Email:** hello@cubemsp.co.uk
- **Sales:** sales@cubemsp.co.uk
- **Support:** support@cubemsp.co.uk
- **Telephone:** 01234 672 617 (+441234672617)
- **Address:** Unit 11, Olney Business Park, Osier Way, Olney, Buckinghamshire, MK46 5FP
- **Opening hours:** Monday to Friday, 9am to 5.30pm
- **Part of:** Crushed Ice Group (https://crushedicegroup.co.uk)