Connecting Xero

Connecting Xero pushes every finalised invoice into Xero as an approved sales invoice, for accounting only. It is additive to your existing card payments and does not change how students pay. The connection is set up by Administrators under Settings → Xero.

Connect to Xero

1. Go to Settings → Xero and select Connect to Xero on the Xero Accounting card.

2. A new tab opens on Xero's consent page. Sign in and approve access for the organisation you want to sync.

📷 Screenshot to be added: the Xero Accounting card with the Connect to Xero button.

Choose a default account on first connect

Right after connecting, RTOPilot prompts you to Finish setting up Xero. You must choose a default revenue account before invoices can post — every finalised invoice posts to this account unless a course overrides it.

1. Select Choose default account.

2. Pick an account from the list and select Save and continue.

Once the default is set, the Mapping & Tracking tab lets you fine-tune per-course accounts and tracking categories.

Sync and invoice-number settings

On the Settings tab you control which kinds of invoice push to Xero (individual students, corporate bookings, and group bookings), and where the RTOPilot invoice number appears in Xero:

• The invoice reference in Xero — Xero assigns its own invoice number, and your RTOPilot number is saved as the reference.

• The invoice number in Xero — your RTOPilot number becomes the Xero invoice number.

Xero invoice numbers must be unique, so a sync fails if the number is already used in Xero. Credit notes always keep their Xero-assigned number.

Disconnecting stops the sync and clears your account and tracking mappings, so you would need to set them up again on reconnecting.