Ubeya is proud to offer a seamless integration with Xero, designed to streamline your invoice processing experience. With this integration, you can manage invoices directly within the Ubeya platform, eliminating the need to export data to external accounting systems.
The Invoices Module allows you to easily create invoice drafts based on timesheets recorded in Ubeya, edit them, and issue them through Xero.
Explore the features and functionalities of the Invoices Module to simplify your invoicing process!
Setting Up the Ubeya/Xero Integration
Create a Xero Account:
Sign up for Xero.
Confirm your email address and set up your password.
Enter your business name and details.
Click "Start trial" to add a trial organization or purchase a Xero subscription.
Integrate with Ubeya:
In the Ubeya platform, navigate to:
Settings > App Store > Xero > Install > Settings Manager > Connect.Log in to your Xero account.
Select your organization and grant access.
Navigating the Invoices Module
The Invoices Module consists of three main tabs:
Issued: View all past issued invoices. You can search by client and narrow your results to a specific time range. Note that you can only view invoices for one client at a time.
Received: Clients can view invoices issued to them in this tab. Search by supplier and narrow your search by time range.
Create Invoice: This is where you will draft new invoices.
How to Create an Invoice Draft
Define the Time Range: Select the period for which you want to create an invoice.
Choose the Client: In the dropdown menu, you will see clients with timesheets that have not yet been invoiced within the selected time range.
Review Line Items: The line items will display according to the selected “Group by” option at the top right corner. Available grouping options include:
Employee
Date
Position
Event
Client
Location
Review Timesheets: Only approved timesheets can be processed. Admins with timesheet approval privileges can approve timesheets directly from the Create Invoice tab by clicking on the employee’s name and selecting shifts for approval.
Create the Draft:
Click the ‘Create invoice draft’ button at the top right corner.
A confirmation window will appear. You can also adjust the invoice creation date here.
Once confirmed, your invoice draft will be created in Xero.
View and Edit: You can view the draft in the Issued tab along with its Invoice ID, total amount, issued date, and due date. Continue editing and issue it to the client in the Xero platform as needed.
Additional Information and Prerequisites
Invoices are automatically created in Xero based on the client name in Ubeya, but you can enter a different name in Xero if necessary.
Approved timesheets will be automatically attached to the invoice for download from the Issued tab.
Additional costs (e.g., tips, travel expenses) should be added as line items in Xero.
To edit an invoice, locate it in the Issued tab, click the three dots menu, and select "Edit invoice in Xero."
What Will Appear on the Invoice?
Date
Project name
Position
Clock in/Clock out
Total time
Bill rate
Total amount
Due date
Downloading and Managing Invoices
You can download your invoice via the three-dot menu at the top right corner of the issued draft invoice page in Ubeya. This allows you to preview the invoice format before sending it to the client.
If you haven’t issued an invoice in Xero, you can cancel the draft through the three-dot menu.
You can attach additional documents (e.g., POs) via the Xero platform.
Xero allows customization of invoice formats.
Documentation
For detailed setup instructions, please refer to the Xero Setup Guide.