Push an Invoice to Xero

Who this guide is for

Business Owners, Sole Traders, Admin, Supervisor, and Finance.

Overview

Send an invoice from MyApprentice into Xero — individually, or all authorised invoices at once.

Before you start

Xero must be connected — see Connect Xero. For a single push, the invoice should be in Sent (or Authorised) status. Confirm the client on the invoice exists in Xero.

Steps

Push a single invoice

1. Open Invoices (or Quotes and Invoices) and find the invoice.
2. Open the invoice and confirm the details are final.
3. Select Send to Xero (Draft) to push the invoice into Xero as a draft for later approval, or Send to Xero (Authorised) to push it as an approved invoice ready for payment collection.

Bulk push — Send all to Xero

1. Open the Invoices page or the Xero integration area.
2. Select Send all to Xero.
3. Review the list for any Error statuses and resolve them.

Reconcile — Sync All

To pull the latest payment and sync status back from Xero, select Sync All (next to Send all to Xero) on the Quotes & Invoices page. This is a read-only pull — it cannot change anything in Xero.

Export an invoice as CSV

1. Open Invoices.
2. On the invoice row, select the three-dot menu next to the amount.
3. Select CSV export from the dropdown.

What happens next

The sync status updates to Synced, Not synced, or Failed. Resolve failed pushes by reading the message — common causes are missing client in Xero, invalid account code, missing tax mapping, or invoice number conflicts — fix the underlying issue and push again.

Related guides

Connect Xero, Send an Invoice to the Client, Mark an invoice as paid.