We’ve completed a large number of Xero integrations now and integrating invoicing is by far the fastest, easiest and most frequently requested.
However, the value of connecting your accounting software with your core operational systems can extend well beyond just invoices and delivers huge efficiencies through the streamlining of your processes.
D+I are Australia’s premier industrial design firm with awards littering their office to prove it. A while back we built them a custom project management system called Pulse.
It has become their operational hub and they use it to drive efficiency within their business to great effect. Pulse manages their projects, time recording, invoicing, purchase orders and much more. As Pulse has grown and been developed, we’ve built in strong connections between it and Xero ensuring minimal duplication of effort and that the two systems are constantly in sync.
One area where Pulse has made great use of the Xero API is with their purchase orders.
D+I buy a large number of materials on behalf of their clients and these are often of considerable value. Tight tracking of the cost and subsequent on-charging is critical.
Purchase orders are generated in Pulse, allocated to jobs and suppliers. Pulse handles the currency conversion, sale price and approval process. All of this is pretty standard in well designed project management software, but the way this all then links up to Xero is where the magic happens.
Suppliers are created in Pulse and automatically synced through to Xero which helps to efficiently match both systems. Once a purchase order is approved it is also synced through to Xero ready to be matched to the corresponding supplier invoice.
Customer invoices are created in Pulse including the on-charging of third party purchases. The purchase orders are used to manage this and once it’s billed to a customer, Pulse notifies Xero. The benefit of this, is that in the case of a variance between the supplier invoice and the value noted on the purchase order, the team at D+I instantly know if it’s already been invoiced to their customer and if they need to take any action.