Troubleshooting Xero invoice sync errors

This article helps you fix common errors when syncing NextMinute invoices to Xero. It also covers refreshing or reconnecting your Xero integration, connecting to a new Xero organisation, how payments and line items come across, and which sales account synced invoices use.

For the basic steps, see Syncing NextMinute invoices with Xero & MYOB. For specific errors, see Fixing Invalid Tax Rates and Negative Discount Value Error.

Why do I get "An authorisation error has occurred, please check your access permissions" when syncing to Xero?

Xero has changed its permission system. Updating contacts through an integration now needs a specific bank account permission in Xero. Without it, the error occurs in NextMinute when it updates the Xero contact.

NextMinute doesn't store any contact bank account details, but Xero still needs the permission ticked. This needs to be updated in Xero, not NextMinute.

Ask whoever manages your Xero account to check your user permissions:

1. In Xero, go to Settings (gear icon, top right) > Users, or visit https://go.xero.com/settings/users.
2. Click the three dots next to the user connected to NextMinute, then choose to change permissions. Do the same for anyone else who needs to sync invoices.
3. Select the Business and accounting role and choose the Standard access level.
4. Scroll to Bank account admin and tick Can add and edit bank account details held for customers and suppliers.
5. Save, then try syncing the invoice again.

If you still get the error after updating permissions, disconnect and reconnect your Xero integration (see below). Sometimes the integration needs a refresh before it recognises the new permissions you've set up in Xero.

If you're not sure how to update user roles and permissions in Xero, Xero Support can guide you through the changes.

Why won't my invoice sync after I marked it as not synced and edited it?

Invoice numbers need to be unique in Xero. Even though you've unsynced the invoice in NextMinute, Xero still has an invoice with that number, so it sees the updated invoice as a duplicate.

1. Delete the original invoice in Xero.
2. Sync the updated invoice from NextMinute again.

See Invoices - Mark as not Synced. Whenever you mark an invoice as not synced, make sure you remove it from your accounting software.

Alternatively, a quick fix is to recreate the invoice on the job and sync it across with a new invoice number.

How do I refresh or reconnect my Xero integration?

Every now and then the connection needs a quick reset, especially if permissions or settings have changed in Xero recently.

1. Go to Admin > Accounting and try refreshing your Xero integration.
2. If that doesn't sort it out, go to Admin > Accounting and disconnect the integration.
3. Click the Xero logo to connect again and log in to Xero. Your original settings in NextMinute are remembered.
4. Make sure you click Save.

Full connection steps are in Integrate with Xero. If you're still getting errors, contact support.

How do I connect NextMinute to a new Xero organisation?

If you've changed your business structure (for example, from sole trader to company) and have a new Xero organisation:

1. Go to Admin > Accounting.
2. Disconnect the Xero integration.
3. Reconnect by following Integrate with Xero. When Xero asks, select the organisation NextMinute can access.

Each NextMinute account can only be connected to one Xero account at a time.

My invoices are paid in Xero but not showing as paid in NextMinute. Why?

Payments come across when NextMinute syncs transactions from Xero.

• Opening an invoice in NextMinute checks Xero to see whether it's been paid.
• To check all invoices at once, go to Accounts > Invoices > More > Sync Xero Transactions, then click Yes.

See Sync Invoice Transactions from MYOB & Xero.

Why does Xero show every line item from my invoice?

NextMinute sends each invoice line item across to Xero individually. There isn't currently a way to combine them into a single line in Xero, including for fixed-price jobs.

Quote sections and sub-sections also don't carry across, because Xero doesn't support the same structure. Xero receives the invoice as a list of line items.

Can I choose a different Xero sales account when I sync?

Synced invoices use the default sales account selected in NextMinute. To change it:

1. Go to Admin > Accounting > Xero Accounting Connection.
2. Choose an account from the Default Sales Account dropdown.

NextMinute can only send invoices to one default sales account. If an invoice needs a different account, the easiest workaround is to change the sales account in Xero after the invoice has synced.

How do invoices and supplier invoices get into Xero?

To send an invoice to Xero, open it in NextMinute and click Sync with Xero. This creates an invoice in Xero with the same line items as the NextMinute version.

For supplier invoices, you can either enter them in NextMinute and sync them to Xero, or enter them in Xero and import them into NextMinute. Both work fine; it depends what you prefer. See Xero Bills Import to NextMinute.

My NextMinute emails keep going to spam. How do I fix it?

NextMinute sends emails through a third-party email service. Your email domain needs an SPF record set up so it recognises NextMinute as an authorised sender.

See Prevent emails going to spam for how to set this up. Once it's configured, email deliverability should greatly improve.