Field Promax

Xero Integration

The Xero integration connects your FieldPromax account to your Xero accounting software through OAuth authentication. Once connected, you can sync customers, products, and invoices between the two platforms, keeping your field service operations and accounting in alignment.

Before you start:

  • You need an active Xero subscription.
  • You must be an administrator in both FieldPromax and Xero.
  • If you are currently connected to QuickBooks, you must disconnect it first. FieldPromax supports one accounting integration at a time.

How to Access

Navigate to Integrations → Xero.

Connect Your Xero Account

FieldPromax uses the OAuth 2.0 authentication flow to connect securely to Xero. No passwords are shared between the systems.

  1. On the Xero integration page, click the Connect to Xero button.
  2. You are redirected to the Xero login page. Sign in with your Xero credentials.
  3. Xero displays the permissions FieldPromax is requesting. Review the scopes and click Allow Access.
  4. Select the Xero organization (tenant) you want to connect if you have multiple organizations.
  5. You are redirected back to FieldPromax. The integration status changes to Connected.

Result: Your FieldPromax account is now linked to your Xero organization. Synchronization is available.

Sync Customers and Products

Once connected, FieldPromax can synchronize your data with Xero:

  • Customers — customer records in FieldPromax are matched with Xero contacts. New customers created in FieldPromax can be pushed to Xero.
  • Products — your FieldPromax products and services are synced with Xero items, ensuring consistent pricing and descriptions across both platforms.

Send Invoices to Xero

  1. Create and finalize an invoice in FieldPromax (see Creating & Sending Invoices).
  2. When the invoice is sent or saved, it is automatically pushed to Xero as a draft or approved invoice (depending on your configuration).
  3. The invoice appears in your Xero account under the corresponding contact with all line items and amounts.

Result: Your Xero accounting records reflect the invoice without requiring manual re-entry.

Managing the Connection

Xero OAuth tokens expire periodically and FieldPromax automatically refreshes them. If the token refresh fails (for example, if you changed your Xero password or revoked app access), you may need to reconnect.

  • Check the integration status on the Xero integration page. A green Connected badge indicates the connection is active.
  • If the status shows disconnected or an error, click Connect to Xero to re-authorize.

Disconnect Xero

  1. On the Xero integration page, click Disconnect.
  2. Confirm the disconnection when prompted.

Result: The integration is deactivated. Existing data in both systems is preserved, but no further synchronization occurs. You can reconnect at any time by repeating the OAuth flow.

Tip: After connecting Xero, review your customer and product lists in both systems to ensure records are properly matched. Resolve any duplicates early to avoid confusion later.

Next Steps