No. Prospect CRM and Xero are designed to work together. Xero remains your accounting system of record; it’s where you raise invoices, reconcile bank transactions, run payroll and produce financial reports. Prospect CRM sits in front of Xero as the system your sales and customer service teams use to manage customers, quotes, orders and pipeline. The integration keeps the two in lockstep without your team having to re-enter anything manually.

It depends on how you sell. If you only sell services, or if stock movements happen entirely outside Xero (for example, drop-shipped items), then Xero plus Prospect CRM is usually enough. If you hold physical stock and your team needs accurate Free Stock and On-Order figures when quoting, you’ll usually be better served by an inventory management system such as Unleashed or Cin7 alongside Xero.

The routine sync runs continuously and picks up any records modified in Xero since the previous run. In day-to-day use, most changes are visible in the CRM within a few minutes of being made in Xero. Some actions also trigger an immediate sync; confirming an order in the CRM creates a Xero invoice straight away, and creating a new customer from the CRM pushes the contact to Xero immediately.

Yes. Address changes flow from Xero to the CRM on the next routine sync. The CRM uses the Xero POBOX-type address as the customer’s billing address, so make sure your Xero contacts use POBOX rather than STREET as their primary address type.

Yes. Address changes pushed from the CRM are sent back to Xero on the next outbound run. The CRM updates the POBOX-type address on the Xero contact.

Yes. New customers created in the CRM are pushed to Xero automatically as Contacts. The push includes name, email, default currency, sales tax type, tax registration number, phone, address and the contact’s first and last name. Newly created Xero contacts also inherit a set of accounting defaults, branding theme, payment terms, sales tracking categories, and default account codes from a template ledger you nominate during setup. This means new customer records arrive in Xero already configured the way your accounts team would have set them up manually.

On import, the CRM tries to classify each Xero contact as B2B or B2C using a regex rule on the contact name, for example, names that match common patterns such as “Mr”, “Mrs” or “Smith Family” tend to be B2C. You can switch off automatic classification entirely and flag B2C accounts manually via a system option.

Selling price comes from the Sales Unit Price on the Xero Item record. Cost price comes from the Purchase Unit Price. Both stay in sync; if you update prices in Xero, they flow into the CRM on the next sync.

Yes. New products created in the CRM via the Product Creator are pushed to Xero, including code, name (truncated to Xero’s 50-character limit), description, sales unit price, sales account code, sales tax type, purchase unit price and purchase account code.

The integration only imports stock for items that Xero is tracking as inventory. To show stock in the CRM, set the product as Tracked Inventory in Xero and add an opening quantity. The on-hand quantity will sync from that point on.#

Xero’s API doesn’t expose allocated stock or stock on order. The integration imports the on-hand quantity as both Free Stock and Physical Stock; Allocated, On-Order and Sales Order Quantities are not populated. If accurate availability figures matter to your reps, an inventory management system such as Unleashed is usually the right solution; it tracks committed and incoming stock that Xero doesn’t.

Xero doesn’t store these against an Item record, so they can’t be imported. You can manage them directly in the CRM (which has its own Barcode, Unit of Measure and Product Group fields), or use an inventory system that tracks them.

The CRM creates a new ACCREC (sales) invoice in Xero immediately, with all line items, currency, tax handling and customer reference. Each line carries the product code, description, quantity, unit price, tax type, tax amount, discount rate and account code. If the order has a delivery charge, an extra line is added for it. The invoice also includes a back-link to the originating CRM quote.

They’re created as Draft. This gives your accounts team the chance to review before authorising. The CRM doesn’t push invoices straight to Authorised, because billing workflows vary across businesses.

Yes. The next routine sync picks up any invoices modified since the previous run, so changes flow back to the CRM automatically.

Voided and deleted invoices come through on the sync flagged as Status “D”. The CRM filters them out of revenue reports and pipeline figures while keeping the historical record visible.

Not automatically. If customers pay through the CRM (for example via Stripe), the receipt is recorded in the CRM but isn’t pushed back to Xero as a payment. Your accounts team reconciles these in Xero as they would any other bank transaction.

All Xero customer credit notes (ACCRECCREDIT) are imported into the CRM as Sales Transactions with negative values and a transaction type of Credit. They net correctly against invoices in revenue reports.

Yes, in two ways. If your two Xero organisations represent two separate businesses (for example, one per country), the cleanest setup is two Prospect CRM operating companies, each connected to its own Xero organisation. This keeps the businesses’ data cleanly separated in the CRM.

If you have a primary integration to an inventory system (such as Unleashed or Cin7) but also want Xero account-code information on your customers, you can use the Xero secondary connection mode. See Setting up integration to Xero for details.

The integration imports Xero Purchase Orders but not Purchase Invoices (Bills / ACCPAY). Purchase orders are typically what sales and purchasing teams care about; bills are usually managed entirely on the accounting side.