Xero
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EquifaxObject Settings — Choosing What Syncs
Object Settings is step 2 of the setup. Sync Settings decided which way data moves and which document types sync at all; this decides how each of those document types behaves when your team creates one in Salesforce.
Every setting here is global across all users of this Xero organisation. There's one card per document type you've enabled under Data to Sync, and each card follows the same pattern: save options, line item permissions, PDF settings.
Invoice settings
Save options
These decide which buttons a user sees when they finish building an invoice. Each maps to a Xero invoice status.
| Toggle | What the user can do |
|---|---|
| Allow Users to Create Draft Invoices | Save to Xero as a Draft — visible in Xero, not yet approved |
| Allow Users to Submit Invoices for Approval | Save as Submitted, for someone in Xero to approve |
| Allow Users to Create Approved Invoices | Save as Approved — a live invoice, ready to send to the customer |
Turn off any status you don't want available. A common setup is Draft only for most users while they learn the tool, then Approved once you trust the mapping.
Line item settings
By default a line item takes its Xero account, tax rate and tracking category from the product and the organisation defaults. These three toggles let users override each one on the invoice creation page.
| Toggle | What it allows |
|---|---|
| Change Line Item Xero Account | Pick a different Xero account for a line, instead of the product's or the default sales account |
| Change Tax Rate | Pick a different tax rate for a line, instead of the default from Organisation-Wide Settings |
| Change Tracking Category | Set a tracking category per line |
Leave these off if your finance team wants coding decisions made in Xero, not by whoever raises the invoice.
PDF settings
| Setting | What it does |
|---|---|
| Download Invoice PDF on Sync | When an invoice syncs, fetch the Xero PDF and attach it to the Salesforce record |
| Invoice File Name | Use Xero File Name keeps Xero's naming. Choose custom and a Custom Invoice Name Field picker appears, so the file can be named from any text field on the invoice |
PDFs are fetched in a separate pass after the invoices themselves, so on a large historical sync this lengthens the run. See Invoice PDFs.
Stock and inventory (beta)
For products tracked as inventory in Xero.
| Toggle | What it does |
|---|---|
| Show Stock for Tracked Products | Show the current Xero stock level beside each tracked product on the invoice creation page |
| Allow Invoices Without Enough Stock | Off: an approved invoice can't be saved if a tracked product's quantity is more than Xero has on hand — the user sees an error naming the products. On: the user is warned and can choose Create anyway |
If someone does create an invoice past the stock on hand, Xero won't accept it until the stock is topped up, so it sits unsynced until then. That's why the toggle asks you to confirm before it turns on. See Products and stock levels.
Quote settings
Appears when Sync Quotes is on (Professional and Advanced plans). Same shape as invoices:
- Save options — Allow Users to Create Draft Quotes, Mark as Sent, Mark as Accepted. These map to Xero's quote statuses.
- Line item settings — the same three overrides: Xero account, tax rate, tracking category.
- Stock and inventory (beta) — Show Stock for Tracked Products on the quote page.
- PDF settings — Download Quote PDF on Sync, and the file naming choice.
See The quote workflow for how statuses move between Salesforce and Xero.
Purchase order settings
Appears when Sync Purchase Orders is on (Advanced plan).
- Creation options — Allow Users to Create Draft, Submit for Approval, or Create Approved purchase orders. As with invoices, these decide the save buttons users see.
- PDF settings — Download Purchase Order PDF on Sync, and the file naming choice.
Line items on purchase orders use the default purchase account from Sync Settings — see Purchase order pricing and suppliers.
Bill and credit note settings
Appear when Sync Bills or Sync Credit Notes is on (Advanced plan). Bills and credit notes are created in Xero and read into Salesforce, so there are no save options or line item permissions — only PDF settings: whether to download the PDF on sync, and how to name the file.
Cards only appear for document types switched on under Data to Sync, and a type can only be switched on if your plan includes it. See Plans and what's included.