How do I connect Xero to MONA?

Quick answer: Go to Settings, then Integrations, click Connect Xero on the Xero card (it sits right after QuickBooks), sign in to Xero, and tick the organisation MONA should use. From then on, every invoice you send from MONA lands in Xero as an approved sales invoice, matched to the client’s Xero contact, so your bookkeeper never retypes it. When a payment is recorded in Xero, MONA marks its invoice paid.

MONA keeps doing the client-facing work (invoices, the client portal, online payments). Xero stays your bookkeeper’s book of record.

Who can use this?

• People: studio owners, admins, and the Accountant role. Other members do not see the Xero card, because it is part of the studio’s books.
• One connection per studio. If a teammate already connected it, the card shows the organisation and Connected by with their name. Only the person who connected it sees Disconnect.

How do I connect Xero to MONA?

1. Open Integrations. Click your profile photo in the top right, choose Team Settings, then Integrations. Or go to monaverse.com/settings/integrations.
2. Click Connect Xero on the Xero card.
3. Sign in to Xero and, on Xero’s consent screen, tick the organisation MONA should use, then allow access. If you finish without ticking one, MONA says Xero connected no organisation. Connect again and tick the organisation MONA should use.
4. Check the settings on the card once it shows Connected:
   • Put invoices in Xero when they are sent is on by default. Turn it off if you would rather push invoices one at a time.
   • Income account for invoice lines decides where invoice lines post. Automatic uses Sales (200), or your first income account if you do not have 200.
   • Xero organisation appears only if you authorised more than one. Invoices go to the one chosen here.

What happens when I send an invoice?

With Put invoices in Xero when they are sent on, sending an invoice from MONA (by email, through the client portal, or marked as sent) copies it into Xero:

• As an approved sales invoice, never a draft. MONA does not push drafts; approval in MONA is the gate.
• To the right contact. MONA matches the client to their Xero contact by email or name, or adds them once.
• With the same totals, line by line, to the cent.

Later changes follow the Xero copy. An amended invoice updates the same Xero invoice, a voided invoice is voided in Xero, and re-sending never creates a duplicate. If an invoice with the same number for the same contact is already in Xero (for example, your bookkeeper typed it in first), MONA uses that one instead of adding a second.

How do I push an older invoice to Xero?

Invoices that were approved, sent, or paid before you connected Xero, or while auto-push was off, show Push to Xero on their row in the invoice list on the project’s Billing tab. Click it. The row changes to In Xero with the Xero invoice number, for example In Xero #1042. Click that label any time to bring the Xero copy up to date.

If a row shows Xero copy is out of date or Not in Xero yet, hover for the reason and click Retry. If the Xero copy was voided or deleted in Xero, the button reads Make a new copy.

How do payments in Xero reach MONA?

When your bookkeeper records the client’s payment in Xero and the Xero invoice is paid, MONA marks its invoice paid the next time it checks that invoice’s payment status (for example, when you view it or ask MONA what a client owes). MONA never records, changes, or deletes a payment in Xero.

Can I ask the MONA agent about Xero?

Yes. Try "What have the Hudsons paid to date in Xero?", "Which Xero invoices are still unpaid?", or "Push invoice 1042 to Xero." Connecting, disconnecting, and switching organisations stay on the Integrations page.

What it does not do (yet)

• Sales tax as Xero tax. MONA calculates sales tax itself and sends it as its own Sales tax line on the income account. The Xero total matches, but Xero’s sales tax report will not count it. MONA Books reports it correctly.
• Payments into Xero. MONA reads payment status from Xero. It never writes payments there, including payments collected online through MONA Payments; your bookkeeper records those in Xero.
• Credit notes do not sync.
• Paid Xero invoices are never edited.
• No instant updates from Xero. MONA checks Xero when it reads an invoice’s payment status rather than being notified the moment something changes.

How do I reconnect or disconnect Xero?

If Xero expires the connection, the card shows Needs reconnecting and a Reconnect button. To stop the connection, the person who connected it clicks Disconnect. Invoices already in Xero stay there.

Want a hand?

If your bookkeeper wants to see how MONA invoices land in Xero before you switch it on, book a 30-minute setup call and we will walk through it together.

Related articles

• What apps does MONA integrate with?
• How does MONA Finance work with QuickBooks?
• Invoices and purchase orders as PDFs, tracked in a database
• How do I switch from QuickBooks to MONA?

Frequently asked questions

Does MONA integrate with Xero?

Yes. Connect Xero in Settings, then Integrations, and every invoice you send from MONA is copied into Xero as an approved sales invoice with the right client and amounts. A payment recorded in Xero marks the MONA invoice paid.

Who can connect Xero?

Studio owners, admins, and the Accountant role, the same people who can see the studio’s books. Other members do not see the Xero card.

Does MONA email my client from Xero?

No. MONA never emails anyone from Xero. Your client gets the invoice the way you sent it from MONA. Xero just holds the record for your bookkeeper.

Will a payment in Xero mark the invoice paid in MONA?

Yes. When your bookkeeper records the payment in Xero and the Xero invoice is paid, MONA marks its copy paid the next time it checks the invoice’s payment status. MONA never records or deletes a payment in Xero.

What happens if I edit or void an invoice after it went to Xero?

The Xero copy follows. An amendment updates the same Xero invoice, and a void in MONA voids it in Xero. Re-sending never makes a duplicate. MONA does not edit a Xero invoice that is already paid.

Does sales tax show up in Xero’s sales tax report?

No. MONA calculates sales tax itself and sends it as its own Sales tax line on the income account, so the Xero total matches but Xero’s sales tax report will not count it. MONA Books reports it correctly.

Can I use Xero and QuickBooks at the same time?

Both cards are on the Integrations page. Connect the one your bookkeeper uses as the book of record, so each invoice lives in one set of books.

I have more than one Xero organisation. Which one gets the invoices?

If you authorised more than one, the card shows a Xero organisation picker. Invoices go to the one chosen there.