Sync a Xero Organisation

How to sync a Xero organisation and set sync options.

Mick Devine avatar
Written by Mick Devine
Updated over a week ago

This help note will show you how to sync a Xero organisation as well as change your sync options. For more info on how Calxa integrates with Xero refer to Calxa and Xero.

To add a new Xero organisation refer to Add a Xero Organisation.

To reconnect an existing Xero organisation refer to Reconnect a Xero Organisation.


Sync Now

  1. Navigate to:
    Reports -> Report Tools -> Organisation Sync
    Settings -> Organisation Settings -> Organisation Sync

  2. Identify the Organisation you wish to Sync in the list of Organisations and click SYNC NOW.


Auto-Sync Daily

By default all Organisations will automatically sync daily. See the Auto-Sync Daily help article to amend the scheduled time or disable this automation.

Sync Options

Calxa provides options that can speed up your organisation sync process by excluding selected data such as the business units, budget and years synced.

Business Units to Sync

Xero Tracking Categories sync to Calxa as Business Units. See Business Unit Configuration to configure which categories to sync and optionally define combinations to sync intersecting Tracking Categories.

Budgets & Years to Sync

  1. Navigate to Settings -> Organisation Settings -> General.

  2. Choose an organisation from the Selected organisation drop-down.

    General Settings Menu

    Refer to the General Settings help note for full details on this menu.

  3. The What do you want to sync? section provides options related to the sync process.

    1. Include Years
      This determines what years are updated during the sync process.

      1. All Available is used to do a full sync of all available years.

      2. Current & Previous will reduce the sync time by syncing only the current and previous financial year.

      3. Current will reduce the sync time by syncing only the current financial year.

    2. Include Xero Budget
      You can optionally sync your Xero budgets into a read only budget in Calxa.

      Use this option to import your Xero budgets and then copy the data to an editable version in Calxa. See Use your Accounting System Budget in Calxa for more details.

      Toggle the Include Xero Budget option on, then choose the Xero budgets you wish to sync.

      Note: All selected Xero budgets will be synced to a single budget in Calxa, therefore you can select only one budget per Xero tracking option. See budgeting by business unit to understand how Calxa allocates business unit budgets to a single version.

  4. Set the sync options and click SAVE CHANGES


When a Sync process completes a success or failure message is sent to your notifications area. Look for a green bell with a number indicating the number of unread messages. Click on the bell to show the list of notifications.

Notification bell
Notifications message

Error Messages and Remediation

Could not connect to Xero. Please reconnect via Reports -> Report Tools -> Organisation Sync.

If you get this error message please follow the Reconnect a Xero Organisation hep article.

The access token is not valid, or has been revoked by the user. Please re-authenticate.

If you get this error message please follow the Reconnect a Xero Organisation hep article.

The organisation 'Your company name' could not be accessed at this time. It is either currently syncing or marked inactive.

This error will occur if a 2nd synchronisation process is triggered while the first is still in progress. This error may happen if 2 users attempt to synchronise at the same time or if you have configured multiple workflows that attempt to sync the same organisation at similar times.

Something's gone wrong. Contact our Customer Support team for assistance.

This is a generic error message that indicates you will need to contact the Calxa support team for assistance.

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