Integrating Xero with Movermate allows you to automatically sync invoices, payments, deposits, and expenses, helping you reduce manual work, avoid reconciliation errors, and keep your financial records accurate.
This guide explains:
How to connect Xero to Movermate
Key configuration settings
How deposits work before an invoice is finalised
Two-way payment synchronisation
Invoice update (override) rules
Step 1: Connect Xero to Movermate
Access Integration Settings
Log in to your Movermate account
Navigate to Settings → Apps Integration
Locate to Xero
Turn the toggle ON to start the connection
Authorise Xero Access
You’ll be redirected to Xero
Log in using your Xero credentials
Review the permissions requested:
Invoices
Payments
Bank transactions
Contacts
Click Allow
You’ll be redirected back to Movermate once authorisation is complete.
Step 2: Verify the Connection
Confirm Xero shows as Connected / Enabled
The Xero Configuration screen will automatically appear once the connection is successful
This means Movermate is now ready to sync data with Xero.
Step 3: Configure Xero Settings
Correct configuration ensures that all financial data from Movermate is synced to the correct accounts in Xero.
Revenue Account
Select the Sales / Revenue account in Xero
This account is used when invoices are synced from Movermate
Payment Account Settings
Enable this toggle if you want payments to be split by payment method.
When Enabled
Card Payments → Select a card clearing account
Cash Payments → Select a cash account
Bank Transfers → Select a bank account
When Disabled
All payments are synced to one default account
Deposit Account Settings
Enable this toggle to track deposits separately from final invoice payments.
You can map:
Card deposits
Cash deposits
Bank transfer deposits
When Disabled
All deposits are synced to one default account
Expense Settings
Enable Expense Syncing
Navigate to Expense Settings
Enable expense syncing to Xero
Default Expense Account
Used when no specific expense mapping exists
Add Expense Type
Map individual expense categories (for example: fuel, tolls, subcontractors) to specific Xero expense accounts
Custom Line Items (Revenue Account Mapping)
Movermate allows you to map Xero products and services to line items in Movermate. This ensures that each invoice line item is recorded against the correct revenue account in Xero.
How It Works
Products and services created in Xero (such as Moving Charges, Packing Fees, Insurance, Storage, or Waiting Time) can be mapped to matching line items in Movermate
Each product or service in Xero may already be linked to a specific revenue account
When an invoice is sent from Movermate to Xero, each line item is automatically recorded in its linked revenue account
Default Revenue Account
If a product or service in Xero does not have a revenue account linked
Or if a Movermate line item is not mapped to a specific Xero product
That invoice line item will be sent to the default revenue account set in Movermate.
Sending Deposits Before Finalising an Invoice
Movermate allows you to send a deposit to Xero before the invoice is finalised. This is useful when a customer pays a deposit early, but the final charges are confirmed later.
How It Works
Deposits recorded in Movermate are sent to Xero as prepayments
A prepayment in Xero means the money is received but not yet applied to an invoice
When you later finalise the invoice, the prepayment is automatically applied
The remaining balance updates correctly
No manual reconciliation or adjustment is required in Xero
Step-by-Step Process
Navigate to Invoices in Movermate
Create an invoice, but do not finalise it yet
Record the customer’s deposit payment on the invoice
Locate the ⋮ (three-dot) menu on the invoice
Select Send to Xero
The deposit appears in Xero as a prepayment
When ready, return to Movermate and finalise the invoice
The prepayment is automatically applied, and the outstanding balance is updated
This ensures deposits are tracked correctly without affecting revenue until the invoice is finalised.
Two-Way Payment Synchronisation (Movermate ↔ Xero)
Movermate supports automatic two-way payment synchronisation with Xero, ensuring both systems always stay in sync.
How It Works
Payments added in Movermate update Xero automatically
Payments added in Xero update Movermate automatically
Synchronisation applies only to finalised invoices
Helps prevent missing or duplicate payments
Payment Added in Movermate
Finalise the invoice in Movermate
Add the payment in Movermate
The payment is automatically updated in Xero
Payment Added in Xero
Locate the invoice that originated from Movermate
Add the payment in Xero
The payment is automatically updated in Movermate
No manual refresh required. Prevents duplicate or missing payments.
Invoice Override (Re-Syncing Changes)
Movermate allows you to update an invoice and resend the changes to Xero, as long as certain conditions are met. This ensures both systems remain consistent without creating duplicate invoices.
How Invoice Overrides Work
Navigate to Invoices in Movermate
Locate the invoice you want to update
Make the required changes (for example: pricing, line items, or descriptions)
Re-finalise the invoice
The existing invoice in Xero is updated automatically with the latest information
No new invoice is created in Xero, the original invoice is simply updated.
Important Rules to Note
Invoice overrides are only allowed if the invoice is unpaid
Once a payment exists, Xero locks the invoice
Locked (paid) invoices cannot be edited or overwritten.
This ensures accounting accuracy and prevents conflicts between Movermate and Xero.
Need further help?
For any questions or assistance, contact the Movermate Product Experts at
📧 [email protected]
We’re here to help you get the most out of your Xero integration.