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

For instructions on updating an existing organisation please see the Update a Xero Organisation help note.

NOTE: Only a subscription owner or co-owner can add an organisation to a workspace.

  1. Sign in to Calxa, then click on the ellipsis at the top right of your screen and select ADMIN from the drop-down.

  2. This will bring you to the Admin screen. Click on Add Organisation at the left.

  3. Select the Workspace where you would like to add your organisation from the Select Workspace drop-down, then click the Next Step button.

  4. Note you can also add an organisation to a specific workspace by clicking on the ellipsis to the right of the workspace name and selecting Add Organisation (this is an alternative to step 2 above where we selected Add Organisation from the menu on the left).

    Selecting Add Organisation from the workspace ellipsis menu populates the workspace name in step 3 above automatically.

  5. Now you will select your accounting system. Click on the Connect to Xero button.

    Select Connect to Xero

  6. A sign in screen for Xero will pop up. Enter your Xero email and password and click Login.

  7. A message will come up asking you to allow access to your Xero file. Click on Allow access.

    Note: If you have access to more than one Xero file you will instead see a drop-down. Select the organisation you want to import from the drop-down and then click Allow access.

    After you make your selection you see the message below. No action required.

  8. Choose import settings. You will see your organisation listed here. Before you begin the import you must decide which business units (i.e. tracking categories) you want to bring in to Calxa. To import a tracking category click on the toggle next to the desired business unit name. This will turn the toggle green and indicates the business unit will be imported. Note you can import both tracking categories if you choose, however you cannot report on the intersection of the two in Calxa.

    In the example below the two tracking categories are called Project and Department. Only the Project tracking category will be imported.

    *You can also choose to import your overall budget from Xero by clicking on the Include Budgets toggle.

    Click Begin Import.

  9. A progress bar will appear to show you the organisation is importing.

  10. When the import completes you will be brought back to the Admin screen. You will see the organisation you imported listed under the workspace where you added it.

    To go and work in this new organisation click on the Open Workspace link.