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Xero: placements become draft invoices

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Connect your agency's Xero and every perm placement you log lands in Xero as a draft invoice. You approve and send it from Xero. Lovelio never approves, sends or chases an invoice.

How to connect Xero

Only a System Admin can connect Xero. One Xero organisation per agency.

  1. Go to Settings > Integrations and click Connect on the Xero tile.
  2. Xero asks you to sign in and pick the organisation. Pick it and allow access.
  3. You land back on the Integrations page with the Xero panel open, showing the organisation's name.

The Xero tile only shows where Xero is available. Everyone else on the team sees the tile once it is connected, without the buttons.

What happens when a placement is logged

A perm placement with a fee makes a draft invoice in Xero, usually within a minute:

  • The contact is the client. Lovelio uses the Xero contact with the same name as the client, or adds one if there is none.
  • The date is the placement's start date (the day it was logged when there is no start date yet).
  • The amount is the placement's fee, before tax, in the placement's currency. Xero adds the tax your organisation charges.
  • The reference is the PO number when there is one, otherwise the candidate's name.
  • The line says who was placed, in which role, and the invoice notes.

What changes the draft

While the invoice is still a draft in Xero, changing the fee, the start date, the currency, the PO number or the invoice notes on the placement updates the draft. Once you approve it in Xero it is yours: Lovelio never changes an approved invoice.

Paid status

Xero tells Lovelio when an invoice is approved or paid, and Lovelio checks every hour as well. The placement's Invoice row shows where it is: Draft in Xero, Awaiting approval in Xero, Awaiting payment, or Paid with the date, plus the invoice number.

Sending a placement to Xero by hand

Open the placement and click "Send to Xero" on the Invoice row, or ask Lovelio ("send the Marcus placement to Xero") in Cmd+K, Slack or WhatsApp. This is how a placement logged before Xero was connected gets its draft, and how a draft you voided or deleted in Xero is made again.

Which placements do not go to Xero

  • Contract and temp placements. Their invoicing runs from timesheets in your payroll system.
  • A placement with no fee.
  • Placements brought across in a migration. Send one by hand if you want it in Xero.

A placement that falls off keeps its draft in Xero. Void or delete it there.

How to disconnect

A System Admin opens the Xero tile and clicks Disconnect. Invoices already in Xero stay there; they belong to your books. New placements stop going to Xero.

If Xero needs reconnecting (someone removed Lovelio in Xero), the tile says "Needs reconnecting". Click Reconnect.

Common questions

  • Does Lovelio send the invoice to my client? No. Lovelio makes the draft. You approve and send it from Xero.
  • Why did a placement not make a draft? It is a contract placement, it has no fee, it was migrated, or Xero is not connected. Open the placement and use "Send to Xero".
  • Why is the amount before tax? The fee is the figure your agency charges. Xero adds the tax from your organisation's settings.
  • Can I connect two Xero organisations? No. One per agency. Connecting a different one sends new placements there; existing invoices stay in the old one.
  • What does Xero cost? Xero's own plans apply. Lovelio adds no charge.