What is Xero Invoice Sync?
Xero Invoice Sync is a Flyweel feature that automatically creates invoices in Xero for your Meta Ads spend. Instead of manually entering invoice data, Flyweel reads your Meta Ads billing information and creates matching invoices in your Xero organization.
Premium Feature: Xero Invoice Sync is available on paid Flyweel plans. Free plan users can view the integration but must upgrade to enable syncing.
Prerequisites
Before connecting Xero to Flyweel, ensure you have:
- A Xero account with admin access
- A paid Flyweel subscription
- At least one Meta Ads account connected to Flyweel
How Do I Connect Xero to Flyweel?
Connecting Xero to Flyweel takes less than two minutes using OAuth authentication.
Open Integration Settings
Navigate to Settings > Integrations in your Flyweel dashboard
Start Xero Connection
Click the Connect Xero button to begin the OAuth flow
Authorize in Xero
Log in to your Xero account when prompted and authorize Flyweel to access your organization
Select Organization
If you have multiple Xero organizations, select which one should receive invoices
Configure Sync Settings
Return to Flyweel and configure your invoice sync preferences
Selecting a Meta Contact for Invoicing
After connecting Xero, you must select which Xero contact should receive your Meta Ads invoices.
Navigate to Xero Settings
Go to Settings > Integrations > Xero in Flyweel
Find Contact Selection
Locate the Meta Contact Selection card
Choose or Create Contact
Select from existing contacts (filtered for Meta, Facebook, Instagram, or WhatsApp keywords) or create a new “Facebook/Meta Ads” contact
Sync Contacts
Click Sync Contacts to refresh your contact list from Xero if needed
Best Practice: Create a dedicated contact in Xero named “Meta Ads” or “Facebook Advertising” to keep your advertising invoices organized and easy to find.
Enabling Per-Account Invoice Sync
Flyweel gives you granular control over which Meta ad accounts sync invoices to Xero.
Open Connections
Navigate to Settings > Connections in Flyweel
Find Meta Accounts
Locate your list of connected Meta Ads accounts
Toggle Sync
Enable Sync to Xero for each account you want to sync
Save Changes
Click Save & Refresh to apply your settings
Each Meta ad account can be individually enabled or disabled. This is useful if you manage multiple accounts but only want certain ones to sync to Xero.
What Data Does Flyweel Sync to Xero?
Flyweel syncs invoice data from your Meta Ads accounts to Xero. Here is what we read and create:
Data Flyweel Can Access
- Contacts: Read existing contacts to match invoices correctly
- Organization Data: Sync tenant information for proper invoice routing
- Invoice Records: Create new invoices for Meta Ads billing
Data Flyweel Cannot Access
- Modify existing invoices
- Delete any records
- Change account settings or permissions
Read and Create Only: Flyweel uses read-only access plus invoice creation. We cannot modify or delete any existing data in your Xero account.
Understanding Sync Status
Your Xero integration dashboard displays real-time sync information:
| Status Field | Description |
|---|---|
| Last Sync | Timestamp of the most recent invoice sync |
| Sync Status | Current state: idle, syncing, completed, or error |
| Total Records | Number of invoices synced to date |
| Records Breakdown | Invoice count organized by type |
Invoices sync daily. You can view the exact sync time and any errors in your integration dashboard.
Troubleshooting Common Issues
Connection Problems
If you cannot connect Xero to Flyweel:
- Verify you have admin access in Xero
- Check that your browser allows popups (OAuth requires a popup window)
- Try clearing your browser cache and reconnecting
- Ensure your Xero organization is active (not suspended)
Missing Invoices
If invoices are not appearing in Xero:
- Confirm the Meta ad account has Sync to Xero enabled
- Check that you have selected a contact for Meta invoicing
- Review the sync status for any error messages
- Wait up to 24 hours for the daily sync to complete
Wrong Contact
If invoices are going to the wrong contact:
- Go to Settings > Integrations > Xero
- Update the Meta Contact Selection to the correct contact
- Future invoices will use the new contact (existing invoices are not modified)
Frequently Asked Questions
How do I connect Xero to Flyweel?
Navigate to Settings > Integrations in Flyweel, click Connect Xero, and complete the OAuth authorization. The process takes under two minutes.
Is Xero integration free or paid?
Xero Invoice Sync is a Premium Feature available only on paid Flyweel plans. Free users can view the integration but cannot enable syncing.
Can I choose which Meta accounts sync to Xero?
Yes. Each Meta ad account has an individual toggle in Settings > Connections. Enable or disable Xero sync per account.
How often do invoices sync to Xero?
Invoices sync once daily. View the last sync time and status in your Xero integration dashboard.
Can Flyweel modify or delete my Xero data?
No. Flyweel only creates new invoices. We cannot modify existing invoices, delete records, or change your Xero settings.
What happens if I disconnect Xero?
Disconnecting stops future invoice syncing. Previously synced invoices remain in Xero. You can reconnect at any time.
Can I sync Google Ads invoices to Xero?
Currently, Xero Invoice Sync supports Meta Ads (Facebook, Instagram) only. Google Ads invoice sync is on our roadmap.
Next Steps
Once Xero is connected and syncing:
- Monitor Sync Status: Check your integration dashboard regularly for any errors
- Review Invoices: Verify the first few synced invoices appear correctly in Xero
- Explore Reports: Use Flyweel’s Reports & Analytics to track advertising spend alongside your synced financial data
Need Help? Contact our support team at team@flyweel.co for assistance with Xero integration.
