Xero – Useful things to know
Why isn’t the inventory Item Name included in lookups?
This is because in Xero the Item Name is only used for internal reference. When an invoice is created in Xero (and an inventory item is added to the invoice) the Item Name doesn’t end up on the invoice.
Quotient fetches Xero inventory data to populate the Quotient quote item, which can then directly populate the Xero invoice (when the quote has been accepted).
Field matches for Xero/Quotient Items:
| Xero | Quotient |
|---|---|
| Code – "Item" on Xero invoice editor | Item Code or ID |
| Name – Internal use, not displayed on invoice | Not used in Quotient |
| Description | Product or Service Heading |
| No field available in Xero | Long Description |
| Cost Price | Cost Price |
| Unit Price | Price |
| Sales Account | Sales Category |
| Tax Rate | Sales Tax |
Why aren't my Xero inventory items with the blue Xero logo coming through when I search for them via Lookup?
This is because Xero inventory items that are used on a Quotient Template are also copied and saved to your Quotient Price Items. These Items are saved as they are on the Template at the time of saving.
How contacts are matched
When an invoice is created from an accepted quote, Quotient searches Xero for a contact with a matching Contact Name.
Example 1, matching to an existing (company) contact:
Contact in Quotient:
First/Last name: Mary Munn
Company: Basket Case
In Xero, Quotient searches for and matches (Contact Name) to ‘Basket Case’
Example 2, matching to an existing (person) contact:
Contact in Quotient:
First/Last name: Mary Munn (No company specified)
In Xero, Quotient searches for and matches (Contact Name) to ‘Mary Munn’
What happens if there is no match?
If no contact with a matching Contact Name is found, Quotient will create a new contact in Xero.
What happens if there are two customers with the same name?
If a Contact in Quotient has the same first/last name as a Contact in Xero, but it has a different email address (and you attempt to create an invoice), rather than matching to what might be a different person, you’ll be presented with a Dashboard Message advising what to do next.
How Phone and Address details are handled when a Quote is accepted and a new Contact is created in Xero
An accumulation of Phone and Address details from the Company and the Person will be merged into the Xero Contact.
Any Phone and Address details on the Company will take priority over Phone and Address details on the Person.
| Quotient | Xero |
|---|---|
| Primary Address | Postal Address |
| Postal Address * | Postal Address |
| Physical Address | Street Address |
| Primary Phone | Phone |
| Work Phone | Direct Dial |
| Mobile Phone | Mobile |
*If there's a Postal Address and a Primary Address, the Primary Address takes priority and will populate the Postal Address in Xero.
Two-Factor Authentication
Xero require Two-Factor Authentication for all users, which includes connected apps like Quotient. If your Quotient account is connected to Xero, you will need to set up Two-Factor Authentication for your Quotient profile.
Learn more about Two-Factor Authentication in Quotient.
Subtotals
Subtotals on a Quotient Quote don’t transfer to the Xero invoice.
Negative Quote Total
If your Quote has a negative total, an invoice will NOT be created in Xero.