Overview

The TRIPS Xero Integration allows providers to connect their TRIPS account with Xero to streamline invoice creation and payment tracking.

Once connected, you can:

• Create invoices in TRIPS from verified bookings
• Send invoices directly to Xero
• Sync invoice statuses between TRIPS and Xero
• Automatically create or link invoice recipients with Xero contacts
• Track invoice progress from creation through to payment

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Connecting TRIPS to Xero

Before creating invoices, you will need to connect your TRIPS account to your Xero organisation.

To connect Xero

• Navigate to Services from the TRIPS menu
• Locate the Xero integration card.

• Select Connect.

• You will be redirected to Xero to authenticate your account.

• Sign in to Xero using your account credentials.

• Select the Xero organisation you would like to connect.

• Once authorised, you will be returned to TRIPS.

Once connected, Xero functionality will become available, including invoice creation and submission.

Managing Xero Contacts

Each invoice recipient in TRIPS must have a matching contact in Xero before an invoice can be submitted.

There are three ways to manage Xero contacts:

Option 1 Link a Xero Contact in Advance

For payers, you can link an existing Xero contact before creating invoices.

To link a Xero contact:

1. Navigate to the Payer details page.
2. Locate the Xero contact option.
3. Search for and select the matching contact from Xero.
4. Save the changes.

Future invoices created for this payer will use the linked Xero contact.

Option 2 Link a Xero Contact When Editing an Invoice

You can associate an existing Xero contact before submitting an invoice.

To link a contact:

1. Navigate to the Invoices page.
2. Open the invoice.
3. Select Edit Invoice.
4. If a match has been found, user can accept or if no match found, search for the relevant Xero contact.
5. Select the contact.
6. Save the invoice.

Option 3 Automatically Create a Xero Contact

If no Xero contact has been selected when submitting an invoice, TRIPS will automatically create a new contact in Xero using the invoice recipient details.

Invoice Settings

Global invoice settings can be populated to allow for streamlined invoice descriptions, references, Xero account etc. If no templates have been added on a payer profile, the global templates will be used.

1. Navigate to “Organisation Settings”
2. Locate the “Invoice setting” card
3. Click on the “Manage invoice settings” link

From here you can set the following:

• Invoice item client template
• Invoice reference client template
• Invoice reference payer template
• Xero account
• Due Date Period

Adding Invoice Templates

Placeholders have been set up to allow for certain information to be populated on invoices. Selecting the “Insert placeholder” button will produce a list of available placeholders. Placeholders can be used with free text to build out your templates as shown below.

Payer Setup for Invoicing

The payer profile now contains different options for setting up your invoicing. Understanding the different invoicing options within TRIPS, will help you know how invoice generation will be handled.

Xero Fields on Payer Profile

• Xero Contact - This list is populated when you first connect Xero. Any existing Xero contacts will be available for selection here.
• Xero Tracking categories - This list is populated when you first connect Xero and will sync at certain intervals to bring through any new tracking categories added.
• Xero Account - This list is populated when you first connect Xero and will sync at certain intervals to bring through any new accounts added.
• Consolidated Invoicing - When toggled on, any bookings added for invoicing will continue to be added to an invoice that is in a “pending submission” status.
• Consolidated Invoice Items - When toggled on, bookings for a client will be added to one line rather than one line per booking.
• Invoice Item Template - Here a unique invoice description for the payer can be built. This template will then be used rather than the global template. If no template is added on the payer profile, the global template will be used. Please note that some placeholders will not work for the consolidated invoicing option.
• Invoice Reference Template - Here a unique invoice reference for the payer can be built. This template will then be used rather than the global template. If no template is added on the payer profile, the global template will be used. Please note that some placeholders will not work for the consolidated invoicing option.

Tracking Categories

Tracking categories are synced from Xero and can be used when generating and sending invoices to Xero from TRIPS. Tracking categories can be set on a payer profile, region or left blank. Below explains each option.

Ways to Apply Tracking Categories

• On a payer - If a tracking category is set on a payer. These settings will overrule the region (if a tracking category has been set on a region).
• On a region - If a tracking category is set on a region, this selection will be used when generating an invoice (unless a payer profile has tracking categories added). For client recipient invoices, the region tracking categories will be used. Please note that the sub region feature will need to be enabled to apply tracking categories to regions in the application. If your organisation doesn’t have this feature enabled, please reach out to our customer care team.
• No tracking categories - If no tracking categories are selected on the payer profile or on the regions, this will mean that no tracking category will be applied when an invoice is generated and sent to Xero.

Invoice Management

The Invoices page provides a central location to manage all invoices created in TRIPS. Invoices are grouped by their current status, allowing you to easily track invoice progress.

From this page you can:

• View invoices
• Filter invoices
• Create new invoices
• Edit draft invoices
• Submit invoices to Xero

Filtering Invoices

Invoices can be filtered using:

Recipient

Filter invoices by:

• Client
• Payer

Date Range

Select a date range to view invoices created within a specific period.

Search

Search invoices using:

• Recipient name
• Invoice ID
• Origin Address
• Destination Address

Creating an Invoice

Invoices can be created from the main Invoices page or from a client's booking details.

Available filters when selecting bookings for invoicing

You can filter bookings by:

• Fare collection method
• Invoice recipient
• Date range
• Booking UUID
• Client name
• Origin address
• Destination address

Create an invoice from the Invoices Page

To create an invoice:

1. Navigate to Invoices.
2. Select Create Invoice.
3. Review the list of verified bookings that have not yet been invoiced.
4. Select the bookings you want to invoice.
5. Select Next.
6. Review the invoice details (by clicking on ellipsis icon on invoice line and selecting “edit”)
7. Create the invoice by selecting “submit”

Creating Multiple Invoices at Once

When selecting multiple bookings, TRIPS will automatically group bookings by invoice recipient.

For example:

• Multiple bookings for the same client → one invoice with multiple line items
• Bookings across different recipients → separate invoices created for each recipient

Creating an Invoice from a Client Booking

You can create an invoice directly from a client's booking.

1. Navigate to the client's details page.
2. Open the Bookings tab.
3. Locate a verified booking that has not been invoiced (noting invoices that have already been invoiced will not appear when routed to the invoice page)
4. Select the booking actions menu.
5. Select Create Invoice.
6. The invoice creation page will open with the booking pre-selected.
7. Select Next to create the invoice.

Editing Pending Submission Invoices

Only invoices with a Pending Submission status can be edited.

To edit an invoice:

1. Navigate to the Invoices page.
2. Locate the draft invoice.
3. Open the actions menu.
4. Select Edit Invoice.

You can update:

• Invoice date (noting “Invoiced at" date will be blank until you have submitted the invoice)
• Due date
• Link or unlink Xero contact

Removing Bookings from an Invoice

If a booking is removed from a draft invoice:

• The booking will return to the un-invoiced booking list.
• The booking can be included in a future invoice.

Submitting an Invoice to Xero

Invoices can be submitted to Xero from multiple locations.

Submit from the Invoice List

1. Navigate to Invoices.
2. Open the invoice actions menu.
3. Select Submit Invoice.

Submit Multiple Invoices

1. Select one or more invoices from the invoice list.
2. Select Submit from the footer actions.

Submit from Edit Invoice

1. Open the invoice.
2. Select Submit Invoice.

Invoice Status Updates

When an invoice is submitted:

1. TRIPS will immediately update the invoice status to Submitted.
2. TRIPS will send the invoice to Xero.
3. Xero will return the final invoice status.

If submission is successful, the invoice status will update based on Xero's response and a blue Xero icon will be displayed next to the invoice in TRIPS to show that the invoice is synced with Xero.

If submission fails, the invoice may return to Pending Submission so it can be reviewed and resubmitted.

Troubleshooting

My invoices are not syncing to Xero

Check that:

• Xero has been connected successfully.

My invoice cannot be submitted

Check that:

• The invoice recipient has a linked Xero contact.
• The recipient details are correct.
• The Xero connection is still active.

If no Xero contact exists, TRIPS will attempt to create one automatically during submission.

A booking is missing from invoice creation

Only bookings that are:

• Verified
• Not already invoiced

will appear in the invoice creation list.

Frequently Asked Questions

Can I invoice multiple bookings at once?

Yes. You can select multiple verified bookings and TRIPS will automatically group them into invoices based on the invoice recipient. Please read more about consolidated invoices above in the guide to understand how this feature works.

Can I create one invoice for multiple clients?

If the recipient is a payer, yes. How TRIPS manages creating your invoices can be set up using the “consolidated” options on a payer’s profile.

Can I edit an invoice after it has been submitted?

No. Only “pending submission” invoices can be edited. If you need to resubmit a submitted invoice, it must be deleted from Xero to all TRIPS to re-invoice.

Do I need to create contacts in Xero first?

No. If a matching contact is not found, TRIPS can automatically create a contact in Xero when the invoice is submitted.