What is Xero Invoice Sync?Link to this section
Automatically sync your ad spend with Xero. No more manual data entry. No more reconciliation headaches.
Flyweel pulls your actual ad spend from Meta Ads and creates matching invoices in Xero. Your books stay accurate without the busywork.
Key BenefitsLink to this section
- 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 WorksLink to this section
Connect Xero
Authenticate your Xero organization from Flyweel’s Integrations page.
Connect Meta Ads
Link your Meta Ads account to pull spend data.
Select contact and accounts
Choose the Xero contact for Meta invoicing and enable sync for desired ad accounts.
Automatic sync
Flyweel creates invoices in Xero matching your Meta Ads spend.
Connecting XeroLink to this section
Step 1: Go to IntegrationsLink to this section
Navigate to Settings → Integrations in Flyweel.
Step 2: Find XeroLink to this section
Click the Xero card in the Finance section.
Step 3: AuthorizeLink to this section
Click Connect and sign in to your Xero account. Select the organization you want to sync with Flyweel.
Step 4: Grant PermissionsLink to this section
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 SettingsLink to this section
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 SyncedLink to this section
| Data | Description |
|---|---|
| Ad spend | Actual amount spent on Meta Ads per day |
| Platform | Meta Ads |
| Campaign breakdown | Optional line items per campaign |
| Date | Transaction date matching spend date |
| Reference | Flyweel reference ID for tracking |
Sync SettingsLink to this section
Account MappingLink to this section
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 FrequencyLink to this section
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 FormatLink to this section
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
ReconciliationLink to this section
Matching Invoices to Platform ChargesLink to this section
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 DiscrepanciesLink to this section
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.
TroubleshootingLink to this section
Sync Not WorkingLink to this section
- 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 AccountLink to this section
To change the account mapping:
- Go to Settings → Integrations → Xero
- Click Configure
- Update the account mapping
- Future syncs will use the new account
Duplicate TransactionsLink to this section
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 QuestionsLink to this section
Does Flyweel modify my existing Xero data?Link to this section
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 Meta Ads?Link to this section
No. The sync requires Meta Ads connected to pull spend data.
What if I use multiple Xero organizations?Link to this section
Currently, Flyweel connects to one Xero organization per Flyweel organization. Contact support if you need multi-org support.
How far back can Flyweel sync historical data?Link to this section
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?Link to this section
No. Your Xero data stays between you and Xero. Flyweel only writes transaction data and doesn’t store or share your financial records.
