Pulsify + Xero Integration Guide

How Pulsify works with Xero

Before diving into the connection steps, here's a quick overview of how documents flow through Pulsify into Xero:

1. Upload — Upload an invoice or credit note through the Pulsify web app, or forward it by email to your company's dedicated Pulsify email address.

2. Extraction — Pulsify uses AI to read the document and extract key details: vendor, invoice/credit note number, dates, line items, amounts, and tax.

3. Review — The extracted data appears in a form for you to review. If anything needs correcting, you can edit it. Pulsify highlights any issues (such as a missing due date or unrecognised vendor) so you can resolve them before moving on.

4. Approval — Once everything looks correct, an approver approves the document. This is the step that sends it to Xero.

5. In Xero — The document appears in Xero as an Authorised Accounts Payable bill or credit note, with the original PDF or image attached. If you marked it as paid, the payment is recorded too.

Nothing is sent to Xero until a document is approved — you always have the chance to review and correct before anything touches your books.

Connecting to Xero

There are two ways to connect Pulsify to your Xero organisation:

During onboarding (new accounts)

1. After creating your Pulsify account, you'll see a Connect Your Accounting Software screen. You can also sign up using your Xero login for a faster setup.

2. Click Xero to begin the connection.

3. You'll be redirected to Xero to authorise the connection (see What happens during authorisation below).

4. Once authorised, you'll see a confirmation screen — click Continue to Dashboard to start using Pulsify.

You can also click Skip for now and connect later from Settings.

From Settings (existing accounts)

1. Navigate to Settings > Integrations.

2. Under Accounting Software, find the Xero card and click Connect.

3. Complete the Xero authorisation flow.

4. You'll be redirected back to Pulsify with a confirmation that the connection was successful.

Only users with integration management permissions (typically admins and owners) can connect or disconnect the integration. If you don't see a Connect button, contact your company administrator.

What happens during authorisation

When you click Connect, you'll be taken to Xero's login page. After signing in, Xero will ask you to authorise Pulsify with access to the following:

• Contacts — so Pulsify can read your supplier list and create new suppliers when needed.

• Transactions — so approved invoices, adjustment notes, and payments can be created in Xero.

• Attachments — so the original document (PDF or image) is attached to each bill in Xero.

• Settings — so Pulsify can read your chart of accounts, tax rates, and tracking categories.

• Offline access — so Pulsify can keep the connection active and refresh it automatically without requiring you to log in again.

Select the Xero organisation you'd like to connect and click Allow access. You'll be redirected back to Pulsify.

Pulsify connects to one Xero organisation per company. If you manage multiple Xero organisations, you can create separate companies in Pulsify for each one.

Initial sync

Immediately after connecting, Pulsify runs an initial sync to pull reference data from your Xero organisation. You'll see a Syncing indicator on the integration card while this is in progress.

Once the sync is complete, the card will update to show Sync complete along with the time of the last sync.

You can view all synced data on the Database page in Pulsify, which has tabs for Vendors, Accounts, Tax Rates, Purchase Orders, and Tracking Categories.

FAQ

When and how does data sync?

Data syncs between Pulsify and Xero in two ways:

Reference data (Xero to Pulsify)

Suppliers, accounts, tax rates, tracking categories, bills, and purchase orders are pulled from Xero into Pulsify:

• Automatically when you first connect to Xero.

• Manually by clicking Sync with Xero on the integration card in Settings > Integrations, or on the Database page.

This sync is not real-time — it runs when you trigger it. We recommend syncing after making changes in Xero (such as adding new accounts or suppliers) so that the latest data is available in Pulsify.

Approved documents (Pulsify to Xero)

Bills, adjustment notes, and payments are pushed to Xero when you approve a document in Pulsify. No additional action is required after approval.

What doesn't the integration do?

Pulsify focuses on accounts payable (bills and supplier invoices). The Xero integration does not:

• Sync sales invoices or accounts receivable — only supplier bills (Accounts Payable) are created in Xero.

• Handle payroll — employee wages, superannuation, and payroll tax are outside the scope of this integration.

• Manage inventory — stock tracking, inventory adjustments, and warehouse management are not supported.

• Provide bank feeds — Pulsify does not connect to your bank accounts or import bank transactions. Bank reconciliation is done directly in Xero.

• Convert currencies — documents are submitted to Xero in the currency specified on the invoice. Multi-currency conversion and exchange rate management should be handled in Xero.

• Sync continuously in real-time — reference data is pulled on demand, and documents are pushed to Xero at the point of approval.

How do approved documents appear in Xero?

When you approve a document in Pulsify, the following happens:

1. A bill is created in Xero as an Authorised Accounts Payable invoice, with:

   • The supplier, invoice number, date, and due date

   • Line items with descriptions, quantities, unit prices, account codes, and tax codes

   • Tracking category assignments (if configured)

   • The line amount type (tax inclusive or exclusive) matching your document

2. The original document is attached — the PDF or image you uploaded is attached to the bill in Xero, so you always have the source document alongside the accounting entry.

3. If marked as paid — a payment is recorded against the bill in Xero, linked to the bank or credit card account you selected, with the payment date and invoice number as the reference.

4. For adjustment notes — an adjustment note is created as a credit note in Xero and automatically allocated against the original invoice.

How do I reconcile bills synced to Xero?

When Pulsify creates a bill in Xero, it appears as an Authorised Accounts Payable invoice. To reconcile:

1. If you marked the invoice as paid in Pulsify — a payment is already recorded in Xero against the selected bank or credit card account. You'll see this payment when reconciling your bank feed in Xero — simply match it to the corresponding bank transaction.

2. If you did not mark it as paid — the bill appears as unpaid in Xero. Record the payment in Xero when you're ready, either through bank reconciliation or manually.

The original document is attached to the bill in Xero, making it easy to verify details during reconciliation.

How do payment processing fees appear in Xero?

Pulsify records the payment amount as it appears on your invoice. If your payment method incurs processing fees (e.g. credit card surcharges), these are not automatically separated or tracked by Pulsify. To account for processing fees in Xero, you can either:

• Add them as a separate line item on the invoice in Pulsify before approval.

• Record them as a separate transaction directly in Xero after the bill is created.

What if Pulsify extracts something incorrectly?

Pulsify uses AI to extract data from your documents, and occasionally it may misread a value or miss a field. Here's how this is handled:

• During review, Pulsify highlights potential issues as exceptions on the relevant fields — for example, a missing due date, an unrecognised vendor, or a tax amount that doesn't match the calculated total.

• You can edit any field before approval — vendor, dates, line item descriptions, amounts, accounts, and tax codes are all editable.

• Nothing is sent to Xero until you approve. This gives you full control to correct any extraction errors before they reach your books.

If you consistently see the same type of extraction issue, contact support@pulsify.com so we can investigate.

Can I add a new vendor from Pulsify?

Yes. If you create a new vendor in Pulsify while your Xero integration is connected, the vendor is automatically created as a contact in Xero. This saves you from having to add them in both systems.

Vendors created this way will appear in your Xero contact list. To update their details (e.g. address, payment terms), you can edit them directly in Xero and then run a sync in Pulsify to pull the updated information.

Can I forward invoices by email?

Yes. Each company in Pulsify has a dedicated email address that can be found on the upload page. You can forward supplier invoices to this address and they'll be automatically uploaded and processed — the same as if you'd uploaded them through the web app.

This is useful for bookkeepers who receive invoices by email and want to get them into the system quickly without switching to the Pulsify app.

Can I edit a bill after it's been sent to Xero?

No. Once a document is approved in Pulsify and pushed to Xero, it cannot be edited from Pulsify. Any changes to the bill (such as correcting a line item or changing the account code) need to be made directly in Xero.

If you need to reverse an invoice, you can process an adjustment note in Pulsify, which will create a credit note in Xero allocated against the original bill.

How do I disconnect from Xero?

1. Go to Settings > Integrations.

2. Click the disconnect icon (unlink icon) on the Xero integration card.

3. Pulsify will revoke the connection with Xero and update the status to Disconnected.

Your previously synced data (suppliers, accounts, tax rates) is preserved in Pulsify so you can still view historical documents. Any bills already approved and pushed to Xero remain in Xero — disconnecting does not remove them.

You can reconnect to the same Xero organisation at any time by clicking Reconnect.

Can I connect to a different Xero organisation?

Pulsify links your company to a specific Xero organisation during the initial connection. If you need to connect to a different organisation, you must create a new company within pulsify for the new xero organisation.

What happens if Pulsify asks me to reauthenticate?

Occasionally, Pulsify may need updated permissions from Xero (for example, after a Pulsify update that requires additional access). When this happens:

• If you have admin permissions — you'll see a dialog prompting you to reconnect. Click Reconnect to go through the Xero authorisation flow again. Your existing data and configuration are preserved.

• If you don't have admin permissions — you'll see a message asking you to contact your company administrator to reconnect the integration.

Reauthentication does not affect any bills or data already synced to Xero.

Who can manage the integration?

Integration management (connecting, disconnecting, syncing) requires integration management permissions in Pulsify. This is typically available to company owners and admins. Users without this permission will see a "Contact Admin" message instead of action buttons.

All users who can view the integration can see the connection status and last sync time.

I'm seeing an error when connecting. What should I do?

Common connection issues and their solutions:

Error What it means What to do Connection limit reached Your Pulsify plan has a limit on the number of integrations. Upgrade your plan, or disconnect an existing integration to free up a slot. Provider conflict Your company is already connected to a different accounting provider (e.g. MYOB). Disconnect the existing provider before connecting to Xero. Only one accounting integration is supported per company. No organisation found Pulsify couldn't find a Xero organisation in your account. Ensure you have at least one organisation set up in Xero and that you're signing in with the correct Xero account. Connection expired The authorisation timed out before completing. Try connecting again — the authorisation link is valid for 10 minutes.

If you continue to experience issues, contact support at support@pulsify.com.