Xero + AssetOS
Bill your clients for the work your technicians already logged. Pick a client's completed jobs, and AssetOS builds the invoice from the time and parts on them, then sends it to Xero as a draft for whoever does your books to check. Nobody types the job sheet into Xero again.
Quick facts
One visit, one invoice, every line traced to the job.
Labor comes from the technician's logged time at their billing rate. Travel is its own line. Parts come from what was recorded as used on the job. Xero gives the invoice its own number, and the AssetOS reference goes in the Reference field so either side can find the other.
| Description | Qty | Price | Amount |
|---|---|---|---|
| Labor — WO-1042 Annual extinguisher service · J. Patel | 3.50 h | 85.00 | 297.50 |
| Travel — WO-1042 Annual extinguisher service | 0.75 h | 60.00 | 45.00 |
| 6 kg ABE powder extinguisher | 2 | 48.00 | 96.00 |
| Tamper seal | 12 | 0.40 | 4.80 |
Built for service providers who bill clients.
If you maintain assets under contract for clients (fire equipment, HVAC, lifts, vehicles), the billable work is already in AssetOS: who went, how long it took, what they fitted. The Xero connection turns that into the invoice. Work on your own assets isn't billed to anyone, so it never shows up as billable.
Customers come in as clients
Import your active Xero customers as AssetOS clients, with email, phone, contact name, account number and address. Supplier-only contacts are left out.
Pick the work to bill
See a client's completed work orders and PM visits that haven't been invoiced. Tick the ones to bill. Anything with a timer still running is held back.
Lines built from the job
Labor at each technician's billing rate, overtime on its own line, travel on its own line, and one line per part used. A part with no price shows at zero so you see it.
Mapped to your chart of accounts
Choose the Xero sales account for labor, travel, parts and anything else, the tax rate, and the invoice template. Read live from your Xero organization.
No double billing
Once an invoice is finalized, its work and time are marked invoiced. Try to bill the same job twice and AssetOS stops you and names the job.
Disconnect cleanly
Disconnect from AssetOS and the link is removed in Xero and the stored sign-in deleted. You can also remove AssetOS from Connected apps in Xero.
Set it up in four steps.
No developer needed. You need an AssetOS admin or manager and a Xero user with the Adviser or Standard role.
Connect to Xero
Sign in to Xero from AssetOS, pick the organization and allow access. AssetOS asks to read settings and fixed assets, and to read and write contacts and invoices.
Bring in your customers
Import your Xero customers as AssetOS clients, then link their sites and assets so their work is billable to them.
Map accounts and tax
Pick the sales account for each line type, the tax rate and the invoice template. Choose draft or approved, and whose invoice number to use.
Invoice the work
Pick a client's completed jobs, check the lines, finalize. The invoice appears in Xero for that customer.
What syncs, and what doesn't.
Xero stays your ledger. AssetOS sends it the invoice and keeps track of which work has been billed. Anything missing that you need? Tell us.
- Customers · Xero → AssetOSActive customers become clients, with contact details and address
- Invoices · AssetOS → XeroSales invoices with labor, travel and parts lines, as draft or approved
- Contact matchEach invoice goes to the matching Xero customer, or creates one
- ReferenceThe AssetOS invoice reference, so you can trace a Xero invoice back to the jobs
- Payments and paid statusRecord and chase payments in Xero
- Credit notesTo correct an invoice, cancel it in AssetOS and raise a new one
- Bills and suppliersSupplier contacts aren't imported, and no bills are sent
- Per-line tax or multiple currenciesOne tax rate per invoice, in your organization's currency
Connect it with the founder on a call.
If you're a service provider on Xero, Shane will connect it with you, map your accounts and send your first invoice together, then take your feedback on what it should do next.
Book a call →Xero and AssetOS: questions we get asked.
Does AssetOS integrate with Xero?
Yes. An admin or manager connects AssetOS to one Xero organization from inside AssetOS. Your Xero customers come in as AssetOS clients, and invoices for their work go to Xero as drafts with labor, travel and parts lines.
Does closing a work order create an invoice by itself?
No. You pick which completed work to bill a client for, AssetOS builds the lines from the time and parts already logged, and you review and finalize it. Only then does it go to Xero. Nothing is billed that you didn't choose.
Are invoices sent to Xero as drafts?
Yes, by default, so whoever does your books can check them in Xero before they go out. You can change the setting so invoices arrive approved and ready to send.
Does AssetOS track payments from Xero?
No. Xero stays your ledger. AssetOS doesn't record payments, credit notes or a paid status. It records which work has been invoiced, so the same job isn't billed twice.
Which AssetOS plan includes Xero?
Scale. The 14-day trial runs on Scale, so you can connect Xero and invoice real work before you pay.
