The Xero 3PL integration allows your warehouse to push invoices to Xero for charges including picking, postage (standard and VAT-free), packaging, storage, returns, collections, goods-in, rework, and admin fees. This article explains how to set up and configure your FulfillmentAccounting connection, map your charge types to Xero ledger accounts, and create invoices. You'll need administrator permissions in both Mintsoft and Xero to complete this setup. For account integrations where one of your clients can push data between Mintsoft and their Xero account, see Xero Multi Channel Integration.
Important: There are additional charges for using this integration on top of the base Mintsoft package. Contact your CSM or account manager for further information.
Prerequisite - Setting the Integration Type
To set the Accounting Integration Type for your Mintsoft Database, please do the following:
Click Settings then Customer Account Settings.
Use the Accounting Integration Type drop-down and select Xero.
Set the integration type
Before connecting to Xero, you need to set the accounting integration type for your Mintsoft database.
Click Settings, then click Customer Account Settings.
In the Accounting Integration Type dropdown, select Xero.
Click Save.
Add the connection
To add a new Xero connection:
Click Connect, then click Accounting Integrations.
Select Xero, then click Create Account.
In the XeroIntegrationType dropdown, select FulfillmentAccounting.
(Australian-based customers only) Turn on the Use BAS instead of VAT toggle. This allows you to use Business Activity Statements instead of VAT. For more information on BAS, see https://www.ato.gov.au/business/business-activity-statements-(bas)/.
Click Save.
Note: You can only have one active FulfillmentAccounting connection per Mintsoft account. The Client field will automatically be set to ALL, as 3PL invoices apply across all your clients. The Order Sync Frequency field does not apply to FulfillmentAccounting integrations and can be left at default.
Important: To connect to Xero, you must be using the https://om.mintsoft.co.uk URL. This won't work when using a custom portal. This is a technical limitation of the Xero OAuth authentication flow. If you typically use a custom portal URL, you can temporarily switch to om.mintsoft.co.uk to complete the connection, then return to your custom portal.
Connect to Xero
On the right side of the screen, click Connect to Xero.
Click Allow Access.
Set default income account
Once you've successfully authorised the connection, you need to set your default income account.
Click Connect, then click Accounting Integrations.
Select your Xero connection, then click Edit.
Check the DefaultSalesAccount is correct. This account is used as a fallback when a specific ledger account mapping hasn't been configured for a charge type in the account mappings section.
Click Save.
Set up contacts
Before using the integration, ensure your contact names match exactly between Mintsoft and Xero.
Match contact names
Your contact names on Xero must match the Mintsoft client name exactly. If they don't match exactly, the integration won't be able to post invoices to Xero. You'll receive an error message: 'Unable to find contact in Xero with Name: [ClientName]'.
Example of matching names:
Mintsoft | Xero |
ABC Logistics Ltd | ABC Logistics Ltd |
Mintsoft
Xero
Create invoice history
There must be at least one invoice transaction for the contact on Xero for the integration to post future invoices. If the client doesn't have any invoice history, create a draft invoice with zero values before attempting to use the integration with Mintsoft.
Note: For clients marked as VAT exempt in Mintsoft, all invoice line items will automatically be set to zero-rated tax (ZERORATEDOUTPUT) when creating invoices in Xero.
Map ledger accounts
To map the Mintsoft charging areas to specific sales ledger accounts on Xero:
Click Connect, then click Accounting Integrations.
Select Xero, then click Account Mappings.
Map the AccountCodeTypes to the relevant XeroAccountCodes.
When you create the invoice in Xero, any accounts you've mapped show on the draft invoice you create.
Tip: For generic charge types, you can create specific mappings for individual item types (for example, 'Generic-Labelling' or 'Generic-Kitting'), or use a single 'Generic' mapping as a fallback for all unmapped items.
Create a Xero invoice
Once Xero has connected, you can create invoices directly from Mintsoft.
Confirm the invoice in Mintsoft as normal.
In the top right, click Create Invoice In Xero.
You can also view historical invoices in Xero directly from the confirmed invoice section.
Note: This integration does not support legacy invoice formats. If you encounter an error stating 'This feature is not supported for Legacy Invoices', contact Mintsoft support.