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Sync your First Invoice

Setup your invoice in Microsoft Dynamics 365 and send it to Xero

Laszlo Molnar avatar
Written by Laszlo Molnar
Updated over a week ago

Create an Invoice

Create an invoice as you normally do: manually, with a plugin or with a workflow.

Switch to the Connectorly view

When working with invoices, use the Connectorly view to see the Connectorly for Dynamics 365 and Xero related information, which is added as part of the Connectorly solution as follows:

After you have selected the Connectorly view, you will see three new sections; Connectorly, Xero Details and Sync History.

Check the Connectorly fields

These fields are visible in the Connectorly View and hold values that control how Connectorly creates the invoice. Check them and make changes as appropriate:




Connectorly to use to synchronise the invoice to Xero. It's possible to install multiple Connectorly if you have a situation where you have a single Dynamics 365 instance but multiple trading companies, each with its own Xero.

Invoice Type

Sales Invoice, Purchase Invoice, Credit Note.

Line Amount Types

Exclusive or Inclusive. This refers to the Invoice Amount and whether or not it is inclusive or exclusive of Tax.

Branding Theme

The Xero Branding Theme is to apply once the invoiced has been synchronised.

Bundled product header only

If Yes, Connectorly sends only the Product Bundle with the price and will ignore all related invoice lines in Microsoft Dynamics 365. If No, Connectorly sends all invoice lines from Microsoft Dynamics 365 to Xero. The Product Bundle will be created with quantity and price. The child lines will be synchronised as description only to Xero.

Send email from Xero

If the email sending is enabled under Connectorly Settings, the user can control the email sending for each invoice by using this option. When a new invoice is created the value from Connectorly Settings will be copied to the invoice automatically.

Wait 10 minutes

Every 10 minutes, Connectorly looks for new invoices to synchronise. How does it recognise them? The rules for syncing an invoice from Microsoft Dynamics 365 to Xero are as follows:

  1. The invoice must be created after you install the Connectorly. (This is because invoices created before installation will not have the Xero Details shadow entity.)

  2. A valid, working Connectorly must be selected against the invoice.

  3. Date Delivered MUST be set as today or in the past.

  4. Xero Details β†’ Export Status MUST be set to 'No'

  5. The invoice MUST have at least one invoice line.

  6. Each invoice line with a quantity must have an Account Code set. If you have set a default, or if you are syncing products with account codes, you don't need to set this again here (although you may override it). An invoice line with a write-in product with no default Account Code set will not sync. See Configuring Connectorly for details on how to set defaults.

If all of these conditions are satisfied, the invoice is automatically picked up by Connectorly and synchronised with Xero.

After Synchronisation

Compare the invoice in Dynamics 365 and Xero

Compare the Invoice in Dynamics 365 with Xero. You should see the same details - here is an example of an invoice in Dynamics...

...with the same invoice in Xero:

Check the Xero Details Section

Xero Details shows details of the "Shadow Entity" that holds the Connectorly synchronisation state for the Invoice.



Invoice ID

Reference to the corresponding Microsoft Dynamics 365 Invoice.

Xero Invoice Number

Shows the invoice number in Xero once the invoice is synchronised.

Xero Invoice Status

The status of the invoice in Xero

Xero email status

Xero email sending status

Xero Invoice URL

A clickable URL populated when the invoice is transferred to Xero that allows you to directly open the corresponding Invoice in Xero.

Xero Invoice Online Url

A clickable URL that Xero provide for the customer when sending out the invoice in email

Export Status

No, Yes, Failed. 'No' is the default status and means that the invoice has not yet been synchronised. 'Yes' means that the invoice has been synchronised and 'Failed' means that the invoice has tried to be synchronised, but something went wrong.

Export date

The date when the invoice was successfully synced with Xero.

Check the Sync History

The Sync History gives an audit of attempts to synchronise the invoice with Xero. It contains the steps and actions performed on the invoice during its synchronisation.


What has been synced?

Synchronising your first invoice from Microsoft Dynamics 365 to Xero does not involve re-keying anything into Xero; the details in Dynamics 365 will be transferred to Xero including related Accounts, Contacts and Invoices. The calculated tax, invoice status, and amount outstanding and overdue will be synced from Xero back to Dynamics 365.

For a full list of Entities/Fields that are synchronised and updated, please refer to:

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