Native Accounting Integration

Automate your billing workflow withtwo-way Xero synchronization.

Connect operations to finance. Verified mobile dockets push directly into Xero with job-linked rate lines, while real-time payment webhooks update your dispatch board the second clients settle.

Official Xero OAuth2 ConnectionAutomated 6-Hourly Batch SyncSub-Second Real-Time Payment WebhooksAutomated Subcontractor RCTIsNo Manual Re-Keying or Double EntrySupports Xero AU, NZ, and UK
End-to-End Cycle

From Weighbridge Docket to Settled Xero Payment

A continuous, automated flow eliminating double handling and spreadsheet delays.

01

Secure OAuth2 Token Connection

Connect your Xero organisation with 1 click via official OAuth2 protocols. HaulageOps never views, stores, or handles your raw Xero accounting passwords.

02

Job Completion & Verified Docket

Driver captures the weighbridge ticket and customer signature in the mobile app. All job details, tonnages, and rates are locked into the live job record.

03

Automated Invoice Generation

HaulageOps builds the sales invoice automatically from the verified job data, applying agreed client rate cards with zero manual math.

04

Seamless Sync to Xero Ledger

Invoices push into Xero as approved or draft invoices with line items mapped to your specific sales and GST nominal accounts.

05

Payment Recorded in Xero

Your finance team reconciles incoming bank payments in Xero as normal. The moment Xero marks an invoice paid, a webhook fires immediately.

06

Real-Time Status in Dispatch & Client Portals

HaulageOps and the Client Portal update instantly to 'Paid'. Dispatchers and clients see settlement without interrupting accounts.

Division of Labor

Xero is the accounting system. HaulageOps is the operations engine.

Neither system tries to replace the other. Your dispatcher works in HaulageOps assigning trucks and approving dockets; your accountant works in Xero managing tax returns, payroll, and banking reconciliation.

The integration synchronizes the two seamlessly: invoices batch from operations to accounts, while payment confirmations flow straight back to dispatch.

Operations builds invoices directly from field dockets in HaulageOps
Finance reconciles payments and manages the ledger inside Xero
Payment status is visible to dispatchers and clients without logging into Xero
Zero duplicate data entry or transcription errors from paper tickets
Two-Way Data HighwayActive Sync
HAULAGEOPS RECORDInvoice #INV-4921Client: Western Civil Ltd3 Verified Loads (98.40 t)$2,460.00 + GST
XERO SALES INVOICERef: #INV-4921Account: 200 - SalesStatus: Awaiting PaymentWebhook Armed
Sync Interval:6-Hourly Batch + Instant Webhook
Role Benefits

Clear Payment Visibility for Every Team

Everyone sees the financial status they need without asking accounts for an update.

Operations & Dispatch View

Dispatchers see live financial statuses (Draft, Sent, Paid, Overdue) right on the board. Flag overdue accounts before assigning new loads to a slow-paying client.

Branded Client Portal View

Head contractors and civil clients view their complete invoice archive and payment receipts self-service, eliminating payment confirmation emails.

Executive & CFO Reporting

Instant gross margin reports comparing client revenue against subcontractor RCTI costs, pulling verified figures from the synced Xero ledger.

Integration Answers

Frequently Asked Questions About Xero Sync

How does HaulageOps connect to Xero securely?
The connection uses official Xero OAuth 2.0 tokenized authentication. You authorize the connection directly in Xero's interface. HaulageOps never receives or stores your Xero login credentials and access can be revoked at any time.
What data flows between HaulageOps and Xero?
HaulageOps pushes customer contact details, sales invoices (with job-level line items, tonnages, and rates), and subcontractor bills/RCTIs into Xero. Xero sends real-time payment webhook confirmations back into HaulageOps when invoices are settled.
Does this work with Xero outside Australia?
Yes. The Xero integration supports active Xero organizations across Australia, New Zealand, the United Kingdom, and North America.
How are Recipient Created Tax Invoices (RCTIs) handled?
When external subcontractors complete loads, HaulageOps can automatically generate RCTIs based on verified tonnages and push them directly into Xero as Accounts Payable bills ready for weekly payment runs.
Speed Up Your Cash Flow

Cut your invoice cycle from 4 weeks to 48 hours.

Book a 20-minute operational walkthrough. We'll show you how completed jobs turn into live Xero invoices in seconds.