Xero – tracking category sync from Xero to Scoro

Tracking categories and tracking options in Xero can be used to:

• sync category options as accounting objects (e.g., departments) to Scoro
• attach Xero documents (invoices and bills) to projects in Scoro

This article will show you how to create tracking categories in Xero and how to set up your Xero integration to sync the above types of data to Scoro.

1. Creating tracking categories in Xero

Creating tracking categories and tracking options is a pre-requisite for setting up the accounting object or document sync from Xero to Scoro. 

If you haven't created them yet, follow these steps:

1. In Xero, go to Accounting > Advanced > Tracking categories.
2. Click Add Tracking Category.
3. Fill out the Tracking category name and Category options fields:
   1. If you'd like to sync the tracking category and options as accounting objects in Scoro, you can name the category something like “Department” and then add the departments of your company as tracking options (or anything else you see as suitable).
      
      
   2. If you want to ensure that documents (invoices, bills) in Xero are synced and attached to the relevant projects in Scoro, name the tracking category “Project” and add your Scoro project names as tracking options. The project names in Xero and Scoro must match for the sync to work.
      
      You can also add the project name as a new tracking option right when you're creating a new invoice or bill in Xero by clicking on the Project dropdown (the tracking category you created for projects) and choosing Add new tracking option. Make sure that the project name matches in both Xero and Scoro.
      
      

Once done, you can proceed with setting up your integration to:

• Sync tracking options as accounting objects in Scoro
• Add documents (invoices, bills) to projects in Scoro

2. Syncing tracking options as accounting objects in Scoro

To sync a tracking category as accounting objects to Scoro:

1. Create a tracking category and tracking options in Xero (if not done already).
2. Go to Settings > Site settings > Integrations and click on Xero integration.
3. Enable the Sync tracking categories as accounting objects toggle.
4. If you have multiple tracking categories in Xero, select the one you'd like to use
5. Click Save.

Once confirmed, the category options are then synced to Scoro as accounting objects. You can add new options in Xero anytime, and they'll update in Scoro upon the next sync. 

You can add the default accounting object to each product under the product settings. This way, the correct accounting object is correctly assigned to the product when it's added as a line item on the invoice. If the product does not have an accounting object linked to it, add (or change) it directly on the invoice.

The information is synced to Xero along with the invoice.

3. Attaching Xero invoices and bills to projects in Scoro

To sync and attach the Xero documents to projects in Scoro:

1. Create a tracking category in Xero (if not done already) to match the projects in both systems.
   • You can add the Scoro project names as tracking options in Xero now or later when creating the invoice or bill there.
   • The project names in Xero and Scoro must match for the sync to work.
2. Enable the Match Xero tracking category with Scoro projects toggle.
   • If you don't see the toggle, make sure you've set the sync direction to To Scoro for Invoices and/or Bills.
3. If you have multiple tracking categories in Xero, select the one you'll use for matching the projects between Xero and Scoro.
   

Now, when a new project is created in Scoro and you want to ensure that Xero documents are attached to it, you'll need to create a new tracking option for it. You can add it on the tracking categories settings page or when you're creating an invoice or bill in Xero - click on the Project dropdown and choose Add new tracking option.

Once the document is approved in Xero, you'll find it attached to your project in Scoro under the Finances tab.