Agiled Docs

Import accounting records and export invoices, payments, credits, paid expenses and supplier bills.

QuickBooks Online and Xero connect your accounting records with Agiled. Import customers, products, sales invoices and payments, or preview and export records created in Agiled. Automatic imports and new invoice exports are separate options that you enable for the connected company.

Connect the accounting company

Open Settings > Apps and choose QuickBooks or Xero.
Connect and approve access in your accounting provider.
Confirm the company name when you return to Agiled.
If Xero offers several organisations, choose the intended organisation and save.
Open the accounting settings to review its currency and import preferences.

Each workspace uses one company per provider. Reconnecting the same company keeps your settings. Changing companies clears the previous company's mapping defaults, so review those settings before importing or exporting again. Currency preferences and record links belong to the selected company. Reconnect QuickBooks to choose a different company.

Import accounting records

Choose the resources you want to import, then run a sync and check its history. Both providers support customers or contacts, items, sales invoices and invoice payments. Xero supplier bills are excluded from sales invoice imports.

Imports save progress after each completed page and track each selected resource separately. A failed later page resumes from saved progress. Changing the date window starts that resource under the new window.

You can limit invoice and payment imports by date. Start with a small selection and compare customer names, invoice dates, taxes, discounts, currencies, paid amounts and outstanding balances in both systems.

Make corrections to imported accounting records in QuickBooks or Xero. Later imports update their linked Agiled records. An unrelated invoice with the same number requires review rather than being overwritten.

QuickBooks invoices need itemized sales lines so Agiled can preserve their tax and discount allocation. A subtotal-only invoice created from statement charges stops with review guidance instead of inventing line values.

Set up invoice exports

Before exporting, choose the revenue account for Xero or the sales item for QuickBooks, then map your invoice taxes, including zero tax, to the provider's tax choices. You can also save default bank or clearing and expense accounts for payment and expense exports. Select the export currency preference:

Keep the original document currency keeps the accounting invoice in the currency used on the Agiled client invoice. The company must support that currency.
Convert to company base currency creates an accounting copy in the company's base currency. The client invoice in Agiled keeps its original currency.

For a foreign-currency invoice, QuickBooks can retrieve the exchange rate for the invoice issue date. Xero requires you to enter that date's rate and its source. Xero requires this rate for either currency preference. Enter the rate as company base currency per one unit of source currency. Review its date, source and the converted total in the preview before continuing. Provider reports may show a current or payment-date valuation separately without changing the saved invoice-date rate.

Xero lets you choose Draft or Authorised, which posts the invoice. Creating a QuickBooks invoice posts the sale; it does not create a non-posting draft. Exporting does not email the client.

Preview and export an invoice

Open an issued, unpaid invoice in Agiled.
Choose the accounting provider in its export section.
Select the matching accounting customer, or explicitly choose to create one.
Review the company, customer, invoice number, taxes, source and accounting currencies, totals, rate and posting status.
Correct any errors, refresh the preview and confirm the export.
Review its saved status and open the accounting copy to compare the result.

Invoice exports exclude draft, cancelled, partially paid and paid invoices. An invoice imported from accounting is already linked and cannot be exported as a new copy. QuickBooks customers have a fixed currency, so one Agiled client may need separate QuickBooks customer mappings for invoices in different currencies.

If a connection times out after submission, the export can show an uncertain result. Review the existing attempt before retrying. Agiled keeps its submitted values; it does not treat an uncertain response as permission to create another invoice. If Xero's retry window has expired, locate the invoice in Xero and use its invoice ID to reconcile the attempt.

Payments and accounting changes

For an export in the invoice's source currency, supported imports bring provider payment records and compatible paid/outstanding balances back to Agiled. Agiled keeps the content of invoices created here. Changes to accounting invoice contents require review instead of silently replacing that content. Deleting an accounting copy flags a conflict and does not cancel the Agiled source invoice.

If the accounting copy uses a different currency, incoming payments need settlement review. The invoice-date conversion is not the payment-date exchange rate. Agiled does not insert a payment in a different currency as though it were a native payment against the client invoice. Provider balances for a base-currency copy remain available for reconciliation without changing the original Agiled balance.

Export a recorded payment

Open a completed Agiled payment and choose Export to accounting. Its invoice must already have a verified accounting link. Select the bank or clearing account, then review the payment date, currency and amount before confirming.

Use the actual amount received when the bank account uses a different currency. A base-currency invoice copy can receive the actual base-currency bank amount; Agiled keeps the original payment. Any remaining accounting balance or exchange difference requires reconciliation. Bank fees and exchange differences are not automatically posted as adjustments.

The payment date can have a different exchange rate from the invoice date. The preview identifies the rate source. For a Xero payment into an account in the same foreign currency, Xero determines its payment-date base valuation.

Export a credit note and its applications

From a credit note, use Export to accounting to create its full original value. A partially used credit still exports its full value. Customer, sales account/item, tax and currency checks follow the invoice setup. Xero credit-note posting status is configured separately.

Use Export credit application to record an existing Agiled application against its linked accounting invoice. Export or link both documents first. Review the amount and destination documents before confirming. Xero requires an authorised credit and determines the application date from the later document date.

Applications with incompatible accounting currencies or conversion rates require review. Exporting a credit application does not reapply local credit, issue a refund or record cash received. Unmatched QuickBooks payments containing credit memos, including mixed cash and credit, stop with reconciliation guidance instead of being imported as cash payments.

Export an expense or supplier bill

Open an approved expense and select Export to accounting. Choose explicitly:

Paid expense records money already paid. Supply the actual payment date, funding account and bank amount. QuickBooks also requires the payment method.
Unpaid supplier bill records an amount still owed. Supply its due date.

Select the supplier, expense account and applicable purchase tax. Xero supplier bill status is configured separately. Approval and customer rebilling status do not prove that an expense has been paid. Paid expenses use payment-date currency treatment; supplier bills use the expense date.

The preview checks net, tax and gross totals. Correct inconsistent inclusive-tax amounts before exporting. Some tax or bank-currency combinations need accounting review; Agiled does not guess their treatment.

Optional automatic sync

Imports and invoice exports have separate opt-ins. Agiled checks enabled connections every 15 minutes. Automatic exports consider invoices created after you enable the option, once they are issued and unpaid.

Automatic exports use saved customer and accounting mappings. Missing mappings, required historical rates or other validation errors appear in run history for review. Complete those invoices manually. Automatic export does not choose a customer or a missing Xero rate for you.

Provider webhooks can also trigger targeted imports when webhook delivery is configured. Check recent runs for failures and expired connections.

Xero batch receipts are imported using their individual payment identities. If Xero cannot match an invoice payment to its cash receipt, refresh the invoice in Xero and sync again; Agiled will not remove an unmatched receipt silently.

Scope and troubleshooting

Automatic exports currently create eligible invoices only. Payment, credit and expense exports require review. Receipt attachments, tracking categories/classes, recurring templates, historical paid-invoice backfills and automatic edits to existing accounting invoice contents are not supported.

If a connection fails, check the provider account's permission to connect apps and reconnect. If Xero asks for updated permissions, reconnect and approve access to invoices, payments and bank transactions before retrying. If taxes or totals differ, review the account/item and tax mappings in both systems. If an export shows a conflict, compare the linked invoices before retrying or making another copy.

Before month-end review, check failed runs and compare a sample of invoices, payments and currencies with the accounting company.

QuickBooks and Xero