When you are fully synced and you are ready start processing invoices into Xero, you have two ways to export invoices. The first way is manual. You select them from the invoice list view and you select Export as shown below – “Export Selected to Xero”
The other way is to create an invoice workflow that has an Export Step. We have a dedicated help article for this – Approvals & Workflows
With this in place, an invoice is created and set to use a workflow. The final step in the workflow can be to export the invoice.
Once exported you can show the export status in your invoice list view as shown below:
A green export icon is the goal. If the invoice fails to export you will see that as Red with failed. Click the invoice number to view the invoice. In the Document History you will see the reason why an Invoice may have failed to export.
The PDF of the invoice will also be sent to Xero as part of an export.
API Limits
Xero has strict API limits that can affect our functionality. These limits are per tenancy (ie your own company) and can be experienced when exporting lots of invoices. If we receive a brake from Xero saying limits are reached, we will retry the invoice export 5 times, with a larger period of time between retries. In this situation we recommend you leave the export in place and check back later for any exceptions and re export again if required. Wherever possible, smooth your invoice and approval work-load across the month and avoid very large batches being fired at Xero in a short space of time.