Invoice/Quote Search Rules

The Invoices/Quotes section has two tabs: Invoice/Quote Sync Rules and Invoice/Quote Field Mappings. Work through each tab and click Save before moving to the next.

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Invoice / Quote Sync Rules

This tab defines the trigger for creating invoice/quote in Xero and what type of document is created. Getting these settings right ensures your Xero records accurately reflect what was sold, to whom, and when.

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Order Stage

This setting answers the question: at what point in the WooCommerce order lifecycle should Xero be notified? The order stage you select is the trigger. When a WooCommerce order reaches that stage, the integration creates a document in Xero. Completed is the recommended default for most stores — it ensures an invoice is only created once the order is fully fulfilled, keeping your accounts clean and avoiding invoices for orders that may still be cancelled or refunded. If your accounting process requires earlier visibility — for example, recording revenue at the point of payment — Processing may be more appropriate.

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Document Type

Choose whether the integration creates a draft invoice or a quote in Xero.

• Draft invoice — Use for confirmed sales. A draft invoice records the transaction as a receivable in Xero and can be approved and sent to the customer directly from Xero.
• Quote — Use when an order is not yet confirmed or when you need to send an estimate before committing to the sale.

Most WooCommerce stores should use Create draft invoice. Quotes are more relevant if you use WooCommerce to collect enquiries or provisional orders.

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Shipping Fees

By default, shipping costs are not included as a separate line item on Xero invoices. Enabling this option adds shipping as a distinct line item, linked to a specific Xero product. To enable it:

1. Check Select a default item to add line item for Shipping Fee.
2. A product dropdown will appear. Select the Xero item that represents your shipping charge.

Click Save before continuing.

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Invoice / Quote Field Mappings

This tab controls which WooCommerce order fields are transferred to Xero invoice fields. These mappings populate the header-level details of the invoice — the dates, reference numbers, and currency — rather than the line items. Why this matters: Accurate invoice metadata makes reconciliation easier. Mapping the invoice number or order reference means you can cross-reference Xero invoices back to WooCommerce orders without manual searching. To update a mapping, click Edit next to the relevant Xero field and select the corresponding WooCommerce field. Fields showing Not Mapped will not be populated in Xero unless a mapping is added. Click Save Mappings when finished.