If an invoice has been disconnected from Xero, it’s usually due to certain actions or changes in Studio Ninja or Xero. Here’s a simple guide to common reasons and how to fix them.
Sync Payments with Xero is Turned Off
1. Duplicate Invoice ID
Xero doesn’t allow invoices with duplicate IDs. If the Invoice ID in Studio Ninja matches one already in Xero, you will not be able to copy the invoice.
How to Fix It:
Edit the Invoice ID in Studio Ninja to make it unique, and click the "Copy to Xero" button.
2. Changes to the Invoice in Studio Ninja
Editing invoice details like tax rates, totals, or line items can cause disconnection.
How to Fix It:
Click "Copy to Xero" in Studio Ninja. This will copy the updated invoice to Xero, but please note that any changes previously made in Xero will be replaced by the Studio Ninja version.
3. Invoice Voided in Xero
If an invoice is voided in Xero, it disconnects from Studio Ninja.
How to Fix It:
To reconnect the invoice, update the Invoice ID in Studio Ninja (so it’s unique) and click the "Copy To Xero" button
4. Changes to Client Details in Studio Ninja
Changes to primary client details in Studio Ninja, like the name, email address, or other key information.
How to Fix It:
Edit the invoice and change the Invoice ID in Studio Ninja, then click the "Copy To Xero" button
4. Invoice Was Edited on Xero Side
If changes are made directly to the invoice in Xero.
How to Fix It:
Unfortunately, this cannot be resolved. To avoid future issues, make all invoice edits in Studio Ninja and then sync them to Xero.
Sync Payments with Xero is Turned On
If you’re syncing payments, here are additional issues that may cause disconnection:
1. Payments or Credit Notes Edited in Xero
If payments or credit notes related to the invoice are added, changed, or deleted in Xero, the Studio Ninja invoice will be disconnected.
How to Avoid This:
Always manage payments and credit notes in Studio Ninja, not Xero. Unfortunately, if the invoice disconnects due to changes in Xero, it cannot be restored.
2. Tax Option Mismatch
Xero doesn’t support different tax options (e.g., inclusive vs. exclusive of tax) for surcharges, tips, and items on the same invoice.
How to Avoid This:
Use the same tax options across all items, surcharges, and tips when integrating with Xero.
If you encounter further issues or have questions, don’t hesitate to contact us via the in-app chat. We’re here to help!