Accounting sync

Connect one accounting provider and Ashicore keeps your books in step with operations: sales invoices and supplier bills flow out as documents post, and open purchase orders and contacts flow in. Ashicore never keeps its own ledger — your accounting system stays the book of record.

Provider: Xero or QuickBooksSettings → Integrations

Exactly one provider, connected via OAuth

Connect Xero or QuickBooks — not both. Xero can authorize more than one organisation — you pick the active one and can use Switch organisation to re-point the connection. QuickBooks connects a single company. If one provider is already connected, the app blocks the second: “Xero is already connected. Disconnect it before connecting QuickBooks.” Disconnect pauses syncing and leaves all existing data in place.

What syncs

Four flows ride the same connection — two pushing documents out to your provider, two pulling records in.

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Sales invoices → your provider

When a sales order ships, Ashicore can push an invoice. Send it from the order with Send invoice to Xero (or QuickBooks), or turn on the Sales invoices automation to push automatically on shipment. The automatic-on-ship toggle is a Xero feature; on QuickBooks, push manually — and note taxable orders can’t post to QuickBooks, which has no tax mapping. A failed push never blocks the shipment and is safe to retry.

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Supplier bills ← purchase orders

Create a payable bill from a purchase order — a manual step, never an automatic side effect of receiving. On Xero, a multi-vendor order splits into one bill group per supplier; QuickBooks creates a single bill. See Sync a supplier bill.

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Purchase orders → for receiving

Import open purchase orders raised in your provider so you can receive them in Ashicore. A bulk import can create missing materials once you’ve reviewed them; a scheduled Purchase order import skips any order that would create a new material, leaving it for you to import by hand.

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Customers & suppliers ← Xero contacts

Pull existing contacts from Xero into Ashicore customers and suppliers, so you’re not retyping your address book. Each run reports how many were created, updated, and skipped — available in the Xero connection only.

Document statuses

A supplier bill tracks two independent things: whether Ashicore successfully sent it, and where it sits in your billing workflow.

Creating billBilledBill failedNot billedPartly billedBilled

While a push runs the bill shows Creating bill, then settles to Billed or Bill failed (safe to retry). Separately, you can set a manual bill status — Not billed, Partly billed, or Billed — as the supplier invoice gets paid down. Creating a bill never changes a purchase order’s status, and receiving never creates a bill, so billing and receiving stay independent.

Posting defaults & automation

Set the accounts and tax treatment Ashicore uses when it posts, from Defaults on the provider card. These apply to new exports only.

Setting	Applies to	What it controls
Sales invoice account	Invoices out	The income account new sales invoices post against.
Purchase bill account	Bills out	The default account for bills created from purchase orders.
Tax treatment	Invoices out · Xero	The output tax code on invoices — Output tax, Output tax reduced, Zero rated, Exempt, or No tax. (QuickBooks has no tax mapping; taxable orders can’t post.)
Send as	Invoices out · Xero	Whether sales invoices arrive as Draft (review before approval) or Approved.
Sales invoices	Automation	Push invoices automatically the moment a sales order ships. (Xero only — on QuickBooks, push manually.)
Purchase order import	Automation	Import open purchase orders from your provider on a schedule.

Xero and QuickBooks differ on defaults

The account fields apply to both providers. Tax treatment and Send as are Xero invoice options — QuickBooks invoices are always posted as drafts for you to review there, and taxable orders can’t post to QuickBooks.

Connecting a provider

Settings · Integrations

Provider	Status
Xero Send invoices · import POs for receiving	Connected
QuickBooks Connect as your accounting provider	Not connected

1. From Settings → Integrations, choose Connect on Xero or QuickBooks and authorize the organisation in the provider’s window.

2. Set your defaults — at minimum the sales invoice account and purchase bill account — so the first export posts where you expect.

3. Decide your automation: push invoices on shipment, and whether to import open purchase orders on a schedule.

4. Optionally run a one-time import of customers and suppliers to seed your address book.

After disconnecting

Existing data stays put, but new exports and imports pause until the provider is reconnected. Use Sync history on the Xero card to review every push and import — each is recorded as Success or Failed with a short reason.

Related

• Sync a supplier bill — the step-by-step for creating bills from a purchase order.
• Deliver & invoice — where the invoice push happens in the sales flow.
• Integrations overview — all connections at a glance.