When the Xero integration is active, some incoming payment fields are controlled by Xero and cannot be edited in Tourwriter. This article explains which fields sync, when you can edit them, and how account code mapping works — including for credit payments.
Which fields does Xero control?
When the Xero integration is enabled, two sets of rules apply depending on the status of the Xero invoice.
Fields that are always locked (regardless of Xero status)
- Invoice number and Status
- Amount paid and Date paid
Fields that can only be edited when the Xero invoice is in Draft
- Payment name (required)
- Payment type (required)
- Amount due (required)
- Due date (required)
- Method
- Bill to (required)– creates or matches to an existing Contact in Xero
- Billing address (does not sync to Xero)
- Notes (does not sync to Xero)
Once the Xero invoice moves to an approved status (Approved, Sent, or Paid), only fields that do not sync to Xero can be edited in Tourwriter.
How do I create a draft invoice in Xero?
Saving a new incoming payment automatically creates a draft invoice in Xero.
Creating and Saving an Incoming payment will automatically create a Draft Invoice in Xero once the Xero integration is enabled.
- Click Create incoming payment to open the dialog
- Complete the required fields: Payment name, Payment type, Amount due, Due date, and Bill to.
- Click Save
A draft invoice is created in Xero and the invoice number is populated in Tourwriter with a status of Draft. Click the invoice number to go directly to the invoice in Xero (you must be logged into Xero).
How do I edit a payment that is locked by Xero?
Once a Xero invoice moves out of Draft status, the incoming payment is locked and cannot be edited in Tourwriter.
To make changes, either:
- Edit the invoice directly in Xero, or
- Set the invoice status back to Draft in Xero — this releases the lock and allows editing in Tourwriter.
How does account code mapping work for credit payments?
Account code mapping controls which Xero account code and tax type are applied when an incoming payment is sent to Xero. You can set a mapping for each payment type, including Credit.
To configure account code mapping:
- Go to Organisation settings > Accounting.
- In the Account code mapping panel, open the Credit dropdown.
- Select the account code to map for credit payments.
- Click away from the panel to save.
When you save an incoming payment with payment type Credit, Tourwriter automatically applies the mapped account code to the Xero invoice. Without a mapping set, you would need to update the account code manually in Xero.
How do Stripe payments reconcile with Xero?
When both the Stripe and Xero integrations are enabled, payments collected via the Pay now button in Stripe must be reconciled in Xero before the incoming payment shows a Paid status in Tourwriter.
| Stripe status | Xero reconciliation | Tourwriter display |
|---|
| Not paid (Pay now enabled) | N/A | Method shown as Stripe |
| Paid in Stripe | Not reconciled | Amount paid shown in light grey with credit symbol |
| Paid in Stripe | Reconciled in Xero | Amount paid populated, status shown as Paid |
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