Integration Basics
What does this integration do?
The Karbon Xero Contact Sync integration synchronizes customer records between Xero and Karbon. It is a two-way sync that ensures changes made in either system are reflected in the other.
Will it import all contacts from Xero?
It imports only contacts matching the selected ContactType filter in Karbon during initial sync: Customers only, Suppliers and Customers, or All contacts. Contacts already synced remain synced even if their ContactType changes.
How does it keep data up to date?
The integration uses automatic data synchronization:
It monitors Xero for newly created contacts and automatically imports them into Karbon.
It monitors both Xero and Karbon for changes in contact records. If changes are detected (e.g., name, email, phone number, or address), the relevant data is updated in the other application.
What do I need to set up this integration?
You will need administrator access to both Karbon and Xero to set up the integration.
Connecting to Xero in Karbon
Can I connect my Xero account to multiple Karbon accounts?
No, Xero only allows one instance of the Karbon syncing app per account.
Can I connect my Karbon account to multiple Xero accounts?
No, Karbon only allows one instance of the Xero syncing app per account.
What happens if there’s already a contact in Karbon that is similar to a Xero contact?
Full Match: If both the name and email address match, the integration will attempt to automatically match the two records.
Partial Match: If only the name or email address matches, you will be given the option to manually make a match or create a new contact.
No Match: If neither the name nor email matches, a new contact will be created in Karbon.
Note: Contacts excluded from sync due to ContactType filtering will not automatically link unless manually matched using the new banner option on the Karbon contact card.
What happens if I delete a contact in Xero?
If you delete a contact in Xero, the synchronization between the two contacts will break, but the contact will still be retained in Karbon.
What happens if I delete a contact in Karbon?
If you delete a contact in Karbon, you will be given the option to archive the contact in Xero. If the contact is not archived, it will be imported again from Xero and run through the matching algorithm.
Data Mapping
What data will it import into Karbon?
The integration will import the following fields from Xero:Name
Primary Email Address
Primary Phone Number
Billing Address
How is a contact match determined?
Exact Match: If both the name and email match, the contact will be automatically matched.
Partial Match: If either the name or email matches, Karbon will display a "Resolve Match Issues" screen where you can either select the correct match or create a new contact.
No Match: If neither name nor email matches, a new contact will be created in Karbon.
Can contacts be unsynced?
Yes, you can unsync matches either from the Xero Client List in the integration settings or from the Organization or Contact Details screen in Karbon. However, bulk removal of matches is not supported.
Organizations and Individuals
How do we decide if a Xero contact is an Individual or Organization?
The integration retrieves the "Contact Name" field of the Xero contact and uses an automatic AI classifier to determine whether it is a person or an organization. Depending on the classification, the contact will be created in Karbon as either a person or organization.
How do I change a matched contact from Organisation to Person?
Our classifying system sometimes misidentifies a Karbon contact as a person when it should be an organization, or vice versa. To correct this, please follow these steps:
Find the contact you want to change (from Person to Organization, or Organization to Person).
Unsync the contact.
Navigate to the "Resolve Match Issues" screen and select the "Unsynced" tab.
Find the contact.
Click "Create New Contact" and choose the correct classification (Organization or Person).
Delete the incorrectly classified contact.
Why isn’t my Karbon contact synced with an Xero contact even though the names and emails match?
This usually occurs because the Xero contact’s ContactType does not match the filter you selected during Karbon’s Xero sync setup. Karbon only imports and syncs contacts from Xero that meet the chosen ContactType filter: Customers only, Suppliers and Customers, or All contacts.
If this filter excludes a Xero contact, it will not automatically sync to Karbon—even if the contact name and email match.
How to fix this:
Manually match and sync the contact:
On the relevant Karbon contact card, look for a banner stating:
“A matching Xero contact was found but excluded by your sync settings.”
Use the provided option to manually confirm the match and import the contact.Change the ContactType filter:
Adjust your Xero sync filter in Karbon settings to include a broader range of contacts (e.g., switch from “Customers only” to “All contacts”)/The contact will then sync automatically in the next cycle
Note: Updating a contact type on an Xero contact will not import it into Karbon; you will need to go to the corresponding Karbon contact and match it via the banner.
Invoice Sync
Integration Basics
What does the Xero Invoice Sync integration do?
The Karbon Xero Invoice Sync allows invoices created in Karbon to automatically sync to Xero Blue once they are sent. This ensures your client billing in Karbon is reflected in your Xero accounting system without the need for duplicate data entry.
Is the sync two-way?
No. Currently, the sync is one-way from Karbon to Xero. Invoices must be created and sent from Karbon. Payment syncing is not yet supported and payments must be recorded manually in Xero.
When does the sync occur?
The sync is triggered automatically when you send an invoice in Karbon. At that point, Karbon creates the invoice in Xero with all mapped invoice fields.
Can I sync existing invoices from Karbon into Xero?
Yes, but only invoices with an issue date on or after your selected sync start date will be included. Invoices created before your chosen start date will not sync unless recreated.
Setting up and editing the Invoice sync
What happens if I don’t map a Service Type?
If no Service Type mapping exists for a line item, Karbon will apply your default revenue account mapping when creating the invoice in Xero.
What happens if I don’t map a Tax Rate?
All tax rates must be mapped to their Xero equivalents. If any rates are not mapped or have mismatched percentages, you will receive a validation prompt during setup and won’t be able to save settings until resolved.
Can I change mappings after initial setup?
Yes, you can adjust account mappings, tax mappings, and sync start date anytime via Connected apps → Xero General Ledger → Invoice Sync Settings in Karbon.
Can I change my sync start date after initial setup?
No, setting your sync start date is a one-time activity. However, if you made a mistake, please reach out to support, and we can try our best to help you.
Syncing Invoices
Can I edit invoices in Xero after they sync?
Yes, however, changes made directly in Xero will not sync back to Karbon.
Can I sync invoices for multiple currencies?
Yes, Karbon sends the total $ amount to Xero; it does not send a corresponding currency. It is important if you want the correct total to ensure the primary currency in both Xero and Karbon matches.
What happens if I void a synced invoice in Xero or Karbon?
Voiding or deleting synced invoices does not update the invoice in the other system. You will need to delete or void the invoice in both systems.
What happens if a synced invoice fails?
You’ll receive an error message in Karbon explaining the issue (e.g., missing tax rate, account code, or contact mapping). You can update mappings or resolve contact issues and then re-attempt the sync.
Learn more here:
How do I fix the common errors?
Please refer to the Xero Invoice Sync error help document to resolve common errors: Xero General Ledger Error Handling
Invoice Sync Errors
How do I know when an invoice fails to sync?
Karbon will show a red dot against the billing tab when there is a sync error relating to an invoice
How do I find which invoice fails to sync?
Please review the Xero General Ledger Error Handling to understand how to find and fix errors relating to the Invoice sync
What does each error mean?
Please review theXero General Ledger Error Handling to understand the meaning of each error and how to fix them