Xero integration for Agency payments

Xero integration for Agency payments

FOR RELEASE ON 29 JULY 2026

Agency payments sync with Xero automatically, so you never have to enter the same payment twice.

Agency payments only sync with Xero if Agency management is enabled for your organisation. If you cannot see agency payment options in your Accounting settings, contact your account administrator.

How do I enable Xero for agency payments?

  1. Click the Organisation option in the sidebar in Tourwriter.
  2. Click the Integrations tab.
  3. Click Configure next to Xero.
  4. In the Configure Xero integration dialog, tick Sync agency payments, listed under Sync supplier payments. 
Note: This checkbox is off by default. Turning it on means every new agency payment you save will send to Xero automatically.

Which fields does Xero control?

Fields that are always locked and controlled by Xero:
  1. Agency name
  2. Payment name
  3. Quantity
  4. Account code
  5. Issue date
  6. Currency
  7. Status
  8. Amount paid
  9. Date paid
Fields that can only be edited while the Xero bill payment is in Draft:
  1. Reference 
  2. Due date
  3. Amount due
Field that stays editable regardless of status
  1. Notes (does not sync to Xero)

How do I create an agency payment that syncs to Xero?

1. Click Create agency payment to open the dialog.
2. Complete the payment details.
3. Click Save.

If Xero sync is enabled, Tourwriter sends the payment straight to Xero as a draft Bill payment. The Reference field becomes a hyperlink to the Bill payment in Xero, and the Status shows as Draft.

How do I edit an agency payment linked to Xero?

Open the Edit agency payment dialog. The Xero status displays here, the same way it does for supplier payments. While the linked Bill payment is in Draft, you can edit the Reference, Due date, Amount due, and Notes. Every other field is read only.

Once the Bill payment moves out of Draft, Notes is the only field you can still edit. Reference, Due date, Amount due, Date paid, and Amount paid all become read only.

To make further changes once locked, edit the Bill payment directly in Xero.

Can I delete an agency payment linked to Xero?

It depends on the status of the linked Bill payment in Xero. You can delete an agency payment if the linked Bill payment is Draft, Deleted, or Voided in Xero.

Click the three dots next to the payment and select Delete. This deletes the payment in both Tourwriter and Xero.

If the Bill payment has moved past Draft, the Delete and Mark as paid options are greyed out, and a tooltip explains that the payment cannot be changed. You can still select Edit to update the Notes field.

How does payment reference field mapping work for agency payments?

Payment reference field mapping controls what appears in the Xero Reference field when an agency payment syncs.
  1. Go to Organisation settings > Accounting
  2. Open the Payment reference field mapping panel.
  3. In Agency payment reference field mapping, review the fields selected. Itinerary ID and Agency payment ID are selected by default.
  4. Click the + button to add more fields. You can choose from Itinerary ID, Itinerary name, Internal ref, Agency payment ID, Agency payment ref number, and Agency name.
  5. Click the X on any field to remove it. Your selections save automatically when you navigate away from the page.
Note: this area only appears if Agency management is enabled for your organisation.

FAQs

  1. Why can't I edit the Payment name on an agency payment linked to Xero? Payment name, along with most identifying fields, is set once when you create the payment. Only Reference, Due date, Amount due, and Notes can change afterwards, and only while the Bill payment is still in Draft.
  2. What happens if I unlink or delete the Bill payment in Xero directly? Editing or voiding the Bill payment in Xero updates the agency payment in Tourwriter to match. If you void or delete it in Xero, the Delete option in Tourwriter becomes active again.
  3. Does this affect Zoho Analytics reporting? Yes. Once an agency payment syncs with Xero, the analytics_agencypayments table sets synced_with_xero to true for that record.

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