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Add a Xero Organisation
Add a Xero Organisation

This help note will show you how to add a Xero organisation to your workspace.

Mick Devine avatar
Written by Mick Devine
Updated over 6 months ago

💡Transactions sync process

We start by importing summary monthly account movements for this year and last year. You can start working immediately, while a background job builds transaction detail and historical amounts.

Please note, depending on the transaction volume the detail and historical amounts can take some time to become available.

Notes 💬

  1. Only a Calxa subscription Owner or Co-Owner can add an organisation to a workspace.

  2. To connect and authenticate to Xero you must have Standard or Advisor access with View and Run reports permissions in Xero.

Related Help 📄

Navigate to:

Settings -> Billing & Admin -> Manage Organisations

This will open the Admin screen in a new browser tab

  1. Click on Add Organisation in left menu.
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  2. Your current usage is displayed. This is the number of organisations you have connected from the maximum available.
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    If required adjust the new capacity. You can increase the capacity at this point to avoid processing consecutive subscription upgrades when you intend to add multiple organisations. See Calxa Pricing for details on any additional charges.
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  3. Select the Workspace where you would like to add your organisation, then click the NEXT STEP button.
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  4. Click on the Connect to Xero button.
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  5. In the popup dialog you will need to Sign in to Xero.
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  6. Select one or more organisations to connect to from the dropdown and click Allow access.
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    Xero authentication dialog.

    Tip:💡check multiple organisations to import them all in one process. Note they'll all be added to the same target workspace selected earlier.


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  7. If the company you are trying to connect to is marked as Already connected, simply click Continue with x organisations. You'll then have an option to choose from the already connected organisations list.
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    Continuing with an organisation that has already been granted access


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  8. Choose import settings and click BEGIN IMPORT
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    What do you want to import?

    1. Tracking Categories: to budget and report on your Xero tracking categories in Calxa, you'll need to turn them on here. If you just need to budget and report at the organisation level, leave these turned off.

    2. Include Xero Overall Budget: at this point you can import your Xero Overall Budget as a starting point, however more options are available after the initial import. See Sync a Xero Organisation for more details.

  9. The import progress will be displayed until the import is complete.
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    Note: 💬 The time taken to import depends on your chosen import settings and how much historical data exists in Xero. Some imports may take less than a minute while the other extreme may be 20 minutes or more.

  10. When the import is complete, set your preferences by selecting them from the drop-down menus in each section. Click ALL DONE when finished.
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    Note: 💬 this step is skipped when importing multiple organisations. All preferences can be changed later if required.

  11. When complete you will be brought back to the Workspaces menu.

    1. To add another organisation repeat the process.

    2. Or click OPEN WORKSPACE to go and budget and report on this new organisation.

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