What is Xero Invoice Sync?
Automatically sync your ad spend with Xero. No more manual data entry. No more reconciliation headaches.
Flyweel pulls your actual ad spend from Google Ads and Meta Ads and creates matching transactions in Xero. Your books stay accurate without the busywork.
Key Benefits
- Accurate books — Real spend data, not estimates or manual entries.
- Time saved — No more copying numbers from ad platforms to Xero.
- Easy reconciliation — Match invoices to actual spend automatically.
- Audit-ready — Clear paper trail linking ad costs to financial records.
How It Works
Connect Xero
Authenticate your Xero organization from Flyweel’s Integrations page.
Connect ad platforms
Link Google Ads and/or Meta Ads to pull spend data.
Configure sync settings
Choose your chart of accounts, sync frequency, and naming conventions.
Automatic sync
Flyweel creates transactions in Xero matching your actual ad spend.
Connecting Xero
Step 1: Go to Integrations
Navigate to Settings → Integrations in Flyweel.
Step 2: Find Xero
Click the Xero card in the Finance section.
Step 3: Authorize
Click Connect and sign in to your Xero account. Select the organization you want to sync with Flyweel.
Step 4: Grant Permissions
Xero will ask you to authorize Flyweel. We request:
| Permission | Why We Need It |
|---|---|
| Read contacts | Match vendors to ad platforms |
| Read/write invoices | Create spend transactions |
| Read accounts | Map to correct chart of accounts |
| Read organization | Verify organization details |
Your Data is Secure — Flyweel only writes invoice/transaction data. We never modify your existing Xero records or access bank account details.
Step 5: Configure Settings
After connecting, configure your sync:
- Account mapping — Select which Xero account to use for ad spend (e.g., “Advertising Expense”)
- Sync frequency — Daily, weekly, or monthly
- Invoice format — How transactions should be named in Xero
What Gets Synced
| Data | Description |
|---|---|
| Ad spend | Actual amount spent per platform per day |
| Platform | Google Ads, Meta Ads, or both |
| Campaign breakdown | Optional line items per campaign |
| Date | Transaction date matching spend date |
| Reference | Flyweel reference ID for tracking |
Sync Settings
Account Mapping
Map your ad spend to the correct Xero accounts:
- Default account — Where all ad spend goes (e.g., “6200 - Advertising”)
- Platform-specific accounts — Optional separate accounts per platform
- Campaign-level accounts — Optional granular tracking per campaign
Sync Frequency
Choose when Flyweel syncs data to Xero:
| Frequency | Best For |
|---|---|
| Daily | High-spend accounts needing real-time visibility |
| Weekly | Most advertisers — balance of accuracy and simplicity |
| Monthly | Low-spend accounts or quarterly reporting needs |
Invoice Format
Customize how transactions appear in Xero:
- Reference format —
FW-{platform}-{date}or custom - Description — Include campaign names or keep it simple
- Line items — Single line per platform or itemized by campaign
Reconciliation
Matching Invoices to Platform Charges
When you receive invoices from Google or Meta:
- Open the invoice in Xero
- Find the matching Flyweel transaction(s)
- The amounts should match — if not, Flyweel flags discrepancies
Handling Discrepancies
Discrepancies happen. Common causes:
- Timing — Platforms sometimes adjust charges after the fact
- Currency conversion — Exchange rate differences
- Refunds/credits — Platform credits that haven’t synced yet
Pro Tip — Enable Flyweel’s discrepancy alerts to get notified when synced amounts don’t match platform invoices.
Troubleshooting
Sync Not Working
- Check connection — Go to Integrations and verify Xero shows “Connected”
- Re-authorize — If expired, click “Reconnect” and sign in again
- Check permissions — Ensure Flyweel has write access to invoices
Wrong Account
To change the account mapping:
- Go to Settings → Integrations → Xero
- Click Configure
- Update the account mapping
- Future syncs will use the new account
Duplicate Transactions
Flyweel uses reference IDs to prevent duplicates. If you see duplicates:
- Check if someone manually created similar transactions
- Look for Flyweel reference IDs (e.g.,
FW-GADS-2024-01-15) - Delete the manual entry or the duplicate
Frequently Asked Questions
Does Flyweel modify my existing Xero data?
No. Flyweel only creates new transactions. We never edit or delete your existing invoices, contacts, or other data.
Can I use Xero Invoice Sync without connecting ad platforms?
No. The sync requires at least one ad platform (Google Ads or Meta Ads) connected to pull spend data.
What if I use multiple Xero organizations?
Currently, Flyweel connects to one Xero organization per account. Contact support if you need multi-org support.
How far back can Flyweel sync historical data?
On first connection, we can sync up to 12 months of historical spend data. After that, syncs happen based on your chosen frequency.
Is my financial data shared with anyone?
No. Your Xero data stays between you and Xero. Flyweel only writes transaction data and doesn’t store or share your financial records.
