Video 6 of 26 ยท Set Up

Connect Xero and Map Your Cost Codes

Connect your Xero organisation, map accounts, cost codes and projects, and control what syncs

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Watch the Connect Xero and Map Your Cost Codes video
Watch the Connect Xero and Map Your Cost Codes video on YouTube
Watch the video walkthroughhttps://youtu.be/207I8jVY05o

In this walkthrough, you'll set up the Xero integration in the Deep Space web app. We'll cover connecting Xero, what syncs, mapping your accounts and cost codes, and tracking projects. Then the questions we get most.
The full series: 26 videos in Builder's Wheel order (Win, Set Up, Build, Move the Money, Govern)
  1. Build an Estimate and Proposal Win
  2. Multi-Trade Tender Win
  3. Set Up Your Workspace Set Up
  4. Add Users and Give Them Access Set Up
  5. Company Settings: Get Your Documents Ready Set Up
  6. Connect Xero and Map Your Cost Codes Set Up
  7. Folder Templates and Project Documents Set Up
  8. Document Templates vs Contract Templates Set Up
  9. Email Templates and Sending Documents Set Up
  10. Head Contract Setup Set Up
  11. Build Your Programme Set Up
  12. Subcontracts: Award to Executed Set Up
  13. DS Site: Invites, Inductions and Site Sign-on Build
  14. Drawings to Site and Subbies Build
  15. Run Your Programme on Site Build
  16. RFIs, Notices and the Project Inbox Build
  17. Inbox to Xero: How the Money Flows Move the Money
  18. Purchase Orders Move the Money
  19. Process Supplier Invoices Move the Money
  20. Subbie Claims: Inbox to Payment Schedule Move the Money
  21. Retentions and Security Move the Money
  22. Variations, End to End Move the Money
  23. Provisional Sums: Allowances, Drawdowns and Over-runs Move the Money
  24. Progress Claims to Your Client Move the Money
  25. Budget and Forecasting Govern
  26. Delegation of Authority Govern

Connect

Xero connects under Admin, Integrations. Once it's Active, its settings live in Admin, Finance, Finance Integrations.
Xero connects under Admin, Integrations. Once it's Active, its settings live in Admin, Finance, Finance Integrations.
On the Xero tab, check the connected Xero organisation is the right one.
On the Xero tab, check the connected Xero organisation is the right one.

What syncs

Integration Status lists each sync: contacts, client invoices, supplier invoices, payments, purchase orders, subcontract
Integration Status lists each sync: contacts, client invoices, supplier invoices, payments, purchase orders, subcontract claims and head contract claims. Each shows when it last ran, and Sync Now runs it straight away. Sync contacts before purchase orders, so your suppliers are linked to Xero first.
Sync Configuration turns each one on or off. For example, Sync bank details from Xero pulls each contractor's bank accou
Sync Configuration turns each one on or off. For example, Sync bank details from Xero pulls each contractor's bank account into their payment details, and shows you a preview first.

Map accounts and cost codes

Default Account Mapping sets four accounts for the whole workspace: revenue for head contract invoices, cost of sales fo
Default Account Mapping sets four accounts for the whole workspace: revenue for head contract invoices, cost of sales for bills, and the two retention accounts. There's no GST account. Deep Space sends tax exclusive amounts, and Xero adds the GST from each line's tax rate.
GL Account Mapping codes your cost lines to your Xero chart of accounts. Map by cost code, or by cost type. Use Export t
GL Account Mapping codes your cost lines to your Xero chart of accounts. Map by cost code, or by cost type. Use Export to get the mapping in Excel, fill it in, then Import it back.
Mappings are grouped by cost code. Open a group to set the Xero account for each code. Any code you don't map falls back
Mappings are grouped by cost code. Open a group to set the Xero account for each code. Any code you don't map falls back to the cost of sales account.

Track projects

Projects are split in Xero by tracking category, not separate accounts. Turn on Auto-create Project Tracking, and each p
Projects are split in Xero by tracking category, not separate accounts. Turn on Auto-create Project Tracking, and each project gets its tracking option when it enters Delivery.
Project to Tracking Category Mapping links each project to its Xero tracking option. The mapping also decides which Xero
Project to Tracking Category Mapping links each project to its Xero tracking option. The mapping also decides which Xero purchase orders are pulled back into Deep Space.

Common questions

A sync shows Failed.

Check the mappings and contacts are in place, then click Sync Now. If it still fails, contact Deep Space support.

A sync shows Failed.
Check the mappings and contacts are in place, then click Sync Now. If it still fails, contact Deep Space support.

Bills land on the wrong account.

Check that cost code's mapping. Codes you haven't mapped fall back to cost of sales.

Bills land on the wrong account.
Check that cost code's mapping. Codes you haven't mapped fall back to cost of sales.

A purchase order has no supplier in Xero.

Sync contacts first, then purchase orders.

A purchase order has no supplier in Xero.
Sync contacts first, then purchase orders.

I changed cost codes or mappings after syncing.

Contact Deep Space support with cost line item update in the subject, and we'll re-sync the history.

I changed cost codes or mappings after syncing.
Contact Deep Space support with cost line item update in the subject, and we'll re-sync the history.

I want existing Xero bills and payments in Deep Space.

Contact Deep Space support with cost claims migration in the subject.

I want existing Xero bills and payments in Deep Space.
Contact Deep Space support with cost claims migration in the subject.

Quick reference

Need a hand? Email help@deepspacegroup.ai

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