Xero Connector

What does connecting do?

Connecting Finnex AI Assistant with Xero enables you to:

  • Sync your accounting data between Xero and Finnex AI Accountant.

  • Using AI to interact with your Xero to complete accounting tasks.

Functionality

  • AI Document Processing: Supports PDF, JPG, PNG, CSV, Excel, and TXT formats.

  • Automated Transaction Creation: Generate invoices, bills, and purchase orders effortlessly.

  • Journal Entries & Reclassifications: Simplify adjustments and corrections.

  • Payment Processing & Allocation: Manage payments with ease.

  • Contact & Inventory Management: Maintain accurate records across platforms.

  • Financial Report Generation: Create comprehensive financial statements.

  • System Maintenance: Manage Chart of Accounts, Contacts, and Items seamlessly.

Data Flow Diagram


How to connect?

Download Finnex AI Excel Add-in

To connect Finnex AI Assistant to your Xero account:

  1. Install the Excel Add-in

  1. Launch the Excel Add-in

  • From Excel Home tab, Sign in or Register using your Microsoft account.

📌 Note: Upon registration, users are placed on the Finnex Starter Plan, which includes 100 Finnex credits. Additional credits can be purchased from Account menu.


Enable Xero Connector

  1. Go to Settings and upgrade to Finnex Business Plan or start 14-day Business Plan Free Trial.

  2. After Upgraded, Enable Xero Connector.


Connect Xero Organisations

Connected Xero organisations are entities you’ve authorised Finnex to access via your Xero account. To enable data syncing and AI interaction, each organisation must be linked to a Finnex workspace afterwards.

  • Once Xero Connector is Enabled, select Xero from the dropdown Menu.

  • Add or Remove your allowed Xero organisations.

    📌 When adding Xero organisation, you are required to Log in to Xero.

    Click on the blue “Continue with x organisations” button to confirm authorization.


Link Xero Organisation to Finnex Workspace

  • Option 1:

    Under Xero menu, click on the Link to a Workspace button

  • Link to an Existing Finnex Workspace or select Add New Workspace to add a new Finnex Workspace for your Xero Organisation.

📌 Note: When a Xero Organisation is connected to a Finnex Workspace for the first time, an initial data import is required. You can select the start and end date for the imported data range for AI to consume. 💡Xero allows a 30-minute window without data throttling immediately after an organisation is connected for the first time. It’s recommended to import your data during this period for faster syncing.

📌 Note: Finnex AI Business Plan includes 1 Finnex Workspace. Additional workspace can be added at USD9.90 each.

📝 Tip: Switch between different Workspaces by clicking the Workspace dropdown list.

💡 You can ask AI about your connected Xero data in AI interface by typing, for example: “Show my chart of accounts.”


Disable Finnex AI Xero Connector

To disconnect Finnex AI Assistant from your Xero account:

  • Click on Disable Xero button under Xero Interface

📌 Note: Disabling Xero Connector will unlink all Xero Organisations and Permanently Delete all previously synced Xero data. Proceed with Caution!


How to use AI to interact with Xero?

Option 1: Guided Workflows

  1. Click on the Guided Tasks button at the top of AI chat interface.

    OR

    Access it via the Home tab in the menu.

  2. The Guided Tasks will appear at the top of the AI chat interface.

📝 Tip: When the window is wide enough, the Guide panel will appear vertically on the right side.

3. You can follow the prebuilt prompts in the Guide to instruct AI to complete the tasks.


Option 2: Direct Commands

If you are familiar using AI, you can use conversational instructions in the chat to instruct AI to finish your tasks:

  • To create a bill:
    “Create a bill from this PDF and post to Xero.”

  • To generate a journal entry:
    “Reclassify $500 from Advertising to Consulting Fees and post to Xero.”

  • To post financial reports:
    “Generate P&L report for Q2 2025.”

  • To record payments:
    “Mark invoice INV-123 as paid and allocate payment.”

ℹ️ All actions are processed and posted to Xero in real-time.


đź’ˇ Understanding Threads

Each chat session with Finnex AI operates in a thread — a self-contained conversation where context is preserved across multiple steps. This allows the AI to remember prior instructions, uploaded files, or selected ranges throughout the session.

For example, you could start with:

“Upload this PDF and create a bill.”

Then follow up with:

“Change the due date to end of July.”

As long as you stay within the same thread, AI retains context and applies your changes accordingly.

📝 Tip: To start a new task unrelated to the current context, click + button to create a fresh thread.


How to Reconnect to Xero?

You may need to reconnect to Xero if:

  • Your access token has expired

  • You've changed your Xero login credentials

  • You’ve switched Active Organisations

To reconnect:

  • In AI chat interface, click on the Refresh button at the bottom to reconnect.

ℹ️ You’ll then be redirected to Xero to authenticate and approve access.

📝 Tip: Xero allows a 30-minute window without data throttling immediately after an organisation is connected for the first time. It’s recommended to import your data during this period for faster syncing.


How to Refresh Xero Data?

Refreshing your connection pulls the latest accounting data (Chart of Accounts, Journals, Transactions, etc.) from Xero without affecting previously synced records.

To refresh:

  • In AI chat interface, click on Refresh button.

ℹ️ A progress bar will appear to show your sync progress. This typically completes within a few minutes depending on your data volume.


How to Re-Import Xero Data?

Re-importing from Xero allows you to select a different date range to pull data.

To Re-Import:

  • In AI chat interface, click on Re-Import button.

  • You can select the Start and End date for your Re-Import.

ℹ️ This action will permanently delete all previously synced records and replace them with data from the newly selected date range.


How to Connect or Disconnect a Xero Organisation?

Connected Xero organisations are entities you’ve authorised Finnex to access via your Xero account. To enable data syncing and AI interaction, each organisation must be linked to a Finnex workspace afterwards.

To connect or disconnect a Xero organisation:

  • Navigate to Xero interface

  • Click on Connect a New Org button to connect a new Xero Organisation.

  • Click on the Delete button in each connected Xero Organisation to disconnect.

🗑️ Note: Once a Workspace is unlinked from an Organisation, all synced data from the organisation will be Deleted .


How to manage Finnex Workspaces?

To manage Finnex Workspaces:

  1. Navigate to Settings interface and click on Workspaces tab

  • Click on Add Workspace or Delete Workspaces to manage Workspaces.

  • Click on Link or Unlink buttons in each Workspace to manage linkage to Xero Organisation.

  • Click on Manage Xero Org button to switch to Xero Interface to connect/disconnect your allowed Xero Organisations.

🗑️ Note: Once a Workspace is unlinked from an Organisation, all synced data from the organisation will be Deleted .

📌 Note: Finnex AI Business Plan includes 1 Finnex Workspace. Additional workspace can be added at USD9.90 each.


How to handle errors?

When issues arise, AI will explain the error clearly in chat and suggest steps to resolve the issue.

If the suggested solution does not work, please

  • Check your Xero token hasn't expired. Try reconnecting.

  • Reload to ensure your connection hasn’t expired.

  • Ensure the file is clear and supported (PDF, JPG, PNG, screenshot).

  • Contact support: support@finnex.ai


How to Reload?

In most cases, errors occur because the connection has timed out. Simply click on the Reload button from the sidebar to re-establish the connection.


How to contact support?

Need Help?

ď‚· đź“§ Email: support@finnex.ai

 📚 Knowledge Base: www.finnex.ai/resources


FAQs

Common Issues

  • Unable to Connect to Xero: Ensure that permissions are granted, and credentials are valid.

  • Add-in Not Visible in Excel: Verify your Office version and reinstall the add-in from AppSource.

  • Document Not Processed: Confirm that the file is clear and in a supported format (PDF, JPG, PNG, screenshot).

Other Questions

  • How do I disconnect from Xero organisation?

    • Navigate to Menu > Xero > Organisations > Unlink Organisations

  • What functionalities are not supported?

    • Currently Finnex AI Accountant does not support payroll processing, fixed asset management, or inventory tracking beyond item coding.

  • How do I reconcile bank transaction data synced to Xero?

    • Utilize Xero's reconciliation screen after payments, receipts and bank transactions are posted.

  • When and how does data synchronization occur?

    • Data sync is manually triggered by user or automatically upon first time connection to an organization. There are no continuous background synchronizations.


Tool Tips

  • Interacting with Excel: Select or specify the range for AI to read or write (e.g., Sheet1 cell B2). If no range is specified, the current active sheet and cell will be used. Refer to Excel in your queries as “My Excel.”

  • Interacting with Attachments: Use the Upload button to attach files (PDFs, PNGs, JPGs, screenshots, etc.) in a chat. Multiple files can be uploaded simultaneously, with a total size limit of 50,000 tokens (~40k words). Refer to the file in your prompt as “Attached file.”

  • Interacting with Database: Ensure uploaded data is clean and structured. When updating data from Excel to the database, include a Unique Identifier Column for accurate updates. Refer to the database in prompts as “My database” or “My DB.”

  • Interacting with Xero: Ensure your Xero connection is active and the correct organization is selected. When retrieving or updating data in Xero, refer to the organization in your prompt as “My Xero”.