How do I set up Xero invoicing integration in Nightingale?

Nightingale allows you to send finalised invoices across into Xero.

This article focuses on Clients that are connecting to Xero from inside of Nightingale - if your Xero functionality does not require this then disregard this article.

Step 1 - Finalising Invoices

Nightingale will only send finalised invoices across into Xero, this means that you need to follow the standard Nightingale workflow.

The following invoice types can be sent to Xero:

1. NDIS Self/Plan Managed

2. NDIS Bulk Claims'

3. Home Care Packages

4. CHSP

5. HACC

6. Brokerage

7. Private

These invoices are created and managed via the Report & Forms > Clients area.

Once you have finaliased your invoices you can move onto connecting to Xero.

Step 2 - Connecting to Xero

Connecting to Xero is a simple process.

1. Go to Organisation Settings -> Finance

2. Click Xero Integration
   
   

   

3. Click the Connect to Xero button. This will take you to a Xero login page where you will need to enter in your Xero details. Once entered you will be redirected back to the Xero Integration page. 
   
   

4. 

   Once you have connected select the Finance button to return to the Finance page.
   

Step 3 - Sending Invoices to Xero

Sending invoices to Xero uses the same process for all invoice types.

1. Select the type of invoice you want to send to Xero
   

   

2. For this example we will select a NDIS Self/Plan Managed Sales
   
   

3.  We now need to select / filling information about the finalised invoices we want to sent to Xero along with some Xero specific information used to put the invoices in the right place.
   

   

   
   Start Date ** -> Start Date of the invoices you finalised
   End Date ** -> End Date of the invoices you finalised
   Invoice Due Date **
   Invoice Issue Date **
   Xero Account Code ** -> Needs to be set up via the Xero Integration page
   Xero Tracking -> Needs to be set up via the Xero Integration page (if you use them)
   Xero Template -> Needs to be set up via the Xero Integration page (if you use them)
   Invoice Reference Field ** -> This will show up in the Reference Field on the Xero invoice
   
   ** Required Fields
   
   There are also some optional tick boxes.
   
   NDIS Travel Attendances ONLY -> Legacy Do Not Used
   Add NDIS Type to Reference Field (Self/Plan Managed, NDIS Managed) -> This will add some extra data to your invoices reference field to help identify the type of NDIS involve imported.
   Add NDIS Claim Ref to Xero Reference Field -> Only used for NDIS Bulk Upload
   Send Invoices Again -> This will send invoices to Xero again creating a new Invoice Number in Nightingale and Xero.

4. Press Save. The process of sending NDIS invoices to Xero happens in the background so you will be send to a screen reporting this. Keep and eye on your Nightingale messages for any issues sending the invoices across into Xero.

Common Issues

Some common issues people encounter when sending invoices across to Xero.

1. Contact does not exist/cant be found in Xero. This usually means that your client has not had their Xero Id linked to their user account in Nightingale.
   

2. Your Xero Connection has closed. Xero only allow a 30 min window for you to send invoices once you have connected. If you receive that error just go back to Step 1 and connect again.

3. "Unrecognized Guid Format". When you encounter this error it means that a Client or Staff member is not synced between Nightingale and Xero. To fix this issue please make sure the name is exactly the same in Nightingale and Xero. You cannot have John Trevor Blogs in Nightingale and John Blogs in Xero. The name has be the same in both systems for the sync to work.

If you are having issues with sending invoices to Xero please contact us via support and we will try and verify everything is correctly set up for sending.