Custom Xero Integration Inventory Management, CRM, Rosters, WorkFlow, Job Tracking and More

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Eliminate Double Data Entry

Problem: Double Data Entry

Our experience with custom software development has shown us that many organisations are unique in the way in which they operate.

We have also seen that Business Operations and Generating Invoices are inextricably linked.

However, most business will handle their Accounts Receivable and Accounts Payable in the same way. This is why they can all use the same Accounting Software but need a Customised Database to handle their Business Operations.

– This creates two seperate software systems which can lead to double data entry!

Solution: Custom Integration

Our team have both the experience and expertise to produce affordable custom business databases which fully integrate with Xero.

This provides you with both the Accounting Solution that you need and the Custom Database Solution that you need with it all talking to each other as One Integrated System.

Case Examples


Ausfeed needed a custom database solution to manage their purchase and supply contracts, along with delivery schedules. The completion of each delivery required several invoices to be produced based on weights and other outcomes of the delivery. nuSoftware produced a system that handles this entire process and then automatically creates Debtors invoices in Xero as well as Creditors Invoices (aka RCTI).

Australian Publishing Resources Services

APRS needed a custom database solution to manage the sales of advertising spaces in their various publications. The solution nuSoftware produced involves recording the sales, sending conformation to the clients, recording commissions, producing invoices to the clients when the publication is produced, producing Creditor invoices to pay the sales reps, managing the work flow of advertisement artwork deadline and many special reports to monitor progress and sales budgets. All Creditors and Debtors Invoices are fully integrated with Xero.

The Technical Stuff

Our approach has been to provide solutions that will help organisations manage the operational side of their business which normally involves producing invoices. Then using the Xero API we perform the following general steps.

  1. Each new invoice produced in our database system has a related customer record. We first ensure that the customer exists in Xero. If the customer record does not contain a Xero id we send the record to Xero and then record the Xero id, otherwise we just update the Xero customer record with details that may have changed. Due to CRM and other work flow issues, we normally make our database solution the master for maintaining customer information. Only customers/contacts which actually have accounting related information will end up in Xero.

  2. Then we do the same process for each invoice. If the invoice does not contain a Xero id then we send the invoice to Xero. If the invoice does have a Xero id we then update our database with any changes from Xero. Therefore after the invoice is generated and sent to Xero, Xero becomes the master of the record from that point on as we have no intention of re-inventing the wheel.