Using the app
Xero
Sign in with Xero, import customer and business details, and attach completed PDFs
Xero lets you bring customer, business, and project details into supported Tradie Forms fields without retyping them on site.
Read the overview on the Xero integration page.
Requirements
- Solo or Team subscription
- Xero account with access to the organisation you want to link
- A supported template and field
Connect Xero
- In Tradie Forms, open Connections and choose Xero.
- Select Connect with Xero and sign in to Xero.
- Approve read-only access for contacts, organisation settings, and projects.
- If your login has more than one Xero organisation, pick which one to link.
On a team workspace, only a team admin can connect Xero for the crew.
OAuth scopes
Tradie Forms requests only the Xero access needed for import and optional PDF attach:
| Scope | What it is used for |
|---|---|
openid, profile, email | Sign in and identify your Xero user during connect |
offline_access | Keep the connection active without signing in every 30 minutes |
accounting.contacts.read | Search contacts and import customer names, phones, and addresses |
accounting.settings.read | Import your business name, ABN, and contact lines from organisation settings |
projects.read | Import project names and references when Projects is enabled in Xero |
accounting.attachments | Attach completed PDFs to the linked Xero contact when upload is on |
We do not request write access to invoices, bills, bank transactions, or payroll.
Import into a form
Per-field import
- Open a supported form while signed in on Solo or Team.
- Select the link icon beside a supported field.
- Search or pick a Xero contact or project.
- Choose the field value to import.
- Check the result before download - contact addresses are often billing addresses.
Connect import mode
On the Xero integration page, enable Connect import to map form fields once, then import a whole contact or project in one go.
- Open a supported form with Connect import enabled.
- Follow the banner to pick a sample contact or project.
- Map each form field to the matching Xero value.
- Save the mapping for that template.
- On future jobs, pick a contact or project and import all mapped fields together.
When Connect import is off, use the link icon beside each field instead.
Attach PDFs to Xero contacts
Turn on Upload PDFs to Xero contacts on the Xero integration page in Connections.
You can attach PDFs in two ways:
- From the Your PDF is ready sheet after download, when you imported at least one Xero field during that session
- From Completed, using Send to Xero
If a stored PDF is available (Solo stored copies or Team audit trail), the stored copy can be used. Otherwise Tradie Forms regenerates the PDF from saved form data.
PDFs attach to the linked Xero contact. If you imported from a project, Tradie Forms uses that project's contact.
Disconnect
Open the Xero integration page in Connections and select Disconnect. For team workspaces, only a team admin can disconnect the shared connection.
You can also revoke Tradie Forms from your Xero connected apps list. Disconnect removes stored credentials, field mappings, and cached import data from Tradie Forms.
Troubleshooting
| Issue | What to do |
|---|---|
| Solo required | Upgrade, then connect again from Connections |
| Team admin required | Ask a team admin to connect Xero for your business workspace |
| Connection expired | Open Connections, then reconnect Xero |
| Wrong address imported | Contact addresses are often billing addresses. Confirm the site line on site before download |
| Import icon missing | Confirm you are on Solo or Team, Xero is connected, and the form field supports import |
Xero suits tradies who already invoice in Xero and want customer, business, and project details in forms. Contact addresses are often billing addresses, so confirm the site line on site before download.