Outworx reads your purchase invoices, receipts and bank statements, codes them to your Xero chart of accounts and tax rates, and posts them to Xero once you approve them. This page explains how to set up the connection, what it does, and how to remove it.
What you need
- An Outworx account. You can start with a free trial from the pricing page.
- A Xero organisation, and a Xero user login with permission to add connected apps to it (usually the adviser or standard role).
Connecting Xero
- Sign in to Outworx and open Settings → Integrations.
- Select Connect to Xero. You are sent to Xero’s own sign-in page.
- Sign in to Xero, pick the organisation you want to connect, and review the permissions Outworx asks for.
- Select Allow access. Xero returns you to Outworx with the organisation connected.
We never see or store your Xero password. The connection uses Xero’s secure sign-in (OAuth 2.0), and you can connect more than one organisation, for example one per client.
What Outworx uses from Xero
Outworx reads only what it needs to code and post your documents: organisation details, chart of accounts, tax rates, tracking categories and contacts. See section 6 of our Privacy Notice for the full list and how that data is stored.
How posting works
- Nothing posts without approval. Every document goes through the Outworx review queue. You check the supplier, account, tax rate and amounts before anything is sent to Xero.
- Your own accounts and tax rates. Account codes, tax rates and tracking categories are picked from your Xero organisation, not a fixed list. If you add an account in Xero, it appears in Outworx the next time settings refresh.
- Suppliers. Outworx matches the supplier to an existing Xero contact. If there is no match, you can pick one or create a new contact before posting.
- Source documents attached. The original file is attached to the bill in Xero so your audit trail stays in one place.
- Duplicates. Outworx flags documents that look like ones already processed so the same bill isn’t posted twice.
Troubleshooting
- “Connection expired” or “Reconnect Xero”. Xero connections lapse if they are removed in Xero or not used for a long time. Open Settings → Integrations and select Reconnect.
- An account or tax rate is missing. Check it is active in Xero, then refresh the Xero settings in Outworx.
- A document didn’t post. The document stays in your queue with the reason Xero gave, such as a locked period or an archived account. Fix it and post again.
- Xero is busy. Xero limits how many requests apps can make. If a large batch hits that limit, Outworx waits and retries automatically.
Disconnecting Xero
You can disconnect at any time, either from Settings → Integrations in Outworx or from the Connected apps page in Xero. When you disconnect, we delete our access tokens and can no longer reach your Xero organisation. Anything already posted stays in Xero. Data already held in Outworx is kept and deleted as described in our Privacy Notice.
Pricing
Connecting Xero is included on every Outworx plan at no extra cost. See pricing for plan details. You need your own Xero subscription.
Support
Email support@outworx.ai with your organisation name and, if something failed, the document name. We reply on UK working days.
Xero is a trade mark of Xero Limited. Outworx is an independent product and is not owned, operated or endorsed by Xero.