Two-Way Xero Integration
Xero handles your accounting brilliantly. But its built-in inventory features were never designed for businesses with serious stock management needs. Frostbyte Pro fills the gap by giving you multi-warehouse tracking, batch management, barcode scanning, and production orders, all with a two-way Xero sync behind it.
Xero is outstanding accounting software. But if you are managing more than a handful of products, you have probably noticed its inventory features are basic. Xero tracks quantities against invoices and bills, but that is about where it stops.
There is no multi-warehouse support, no batch or expiry tracking, no bill of materials, no production orders, no barcode scanning, and no reorder point automation. For businesses that manufacture, distribute, or hold significant stock, these are not nice-to-haves. They are essential.
Frostbyte Pro is purpose-built to work alongside Xero. You keep Xero for what it does best (accounting, GST, payroll, reporting) and add Frostbyte Pro for everything Xero cannot do with inventory. Keeping the two in step is one sync from the integrations page, so you never have to choose between good accounting and good stock management.
Imports from Xero can run on a schedule, and you push invoices, bills and contacts across when you are ready. No manual exports, no CSV uploads, no re-keying data.
Invoice a sales order in Frostbyte Pro, then push it across to Xero from the integrations page with the correct line items, quantities, prices, and tax codes. No copy-pasting, no re-keying, and you decide when the batch goes over.
Receive a purchase order in Frostbyte Pro and push it to Xero as a bill. Supplier details, line items, and amounts all carry across, so your accounts payable matches what actually arrived without manual entry.
Already running your business in Xero? Import your products, customers and opening inventory straight from Xero, plus invoices dated from a start date you choose, so you start with real data instead of a blank system and years of paid invoices don't arrive as orders to pick.
Push your customers and suppliers across to Xero as contacts in one action, so every invoice and bill has a contact to attach to. Coming the other way, contact changes made in Xero come through on the half-hourly import once you switch auto sync on, so update a supplier address in Xero and it reaches Frostbyte Pro without anyone retyping it. One set of contact records, typed once.
Push a single order or clear the backlog in one go. A bulk sync sends your dispatched and completed sales orders to Xero as invoices, and your completed and received purchase orders as bills, skipping anything already over there. Before anything goes you see every invoice or bill it's about to send and can untick any Xero already has, and a sync log shows exactly what went across and when.
GST-inclusive and GST-exclusive pricing is handled correctly across the integration. Tax codes from Frostbyte Pro map directly to your Xero tax rates, ensuring GST is calculated and reported accurately on every invoice and bill you send across.
Give a customer group its own Xero sales account, so wholesale and market sales land in different places, and tag each invoice line with a Xero tracking option by product category. Invoices arrive ready to approve instead of being recoded by hand, and an option renamed in Xero still lands under its new name.
If you raise your invoices in Xero and nobody picks orders in Frostbyte Pro, switch on stock from Xero invoices. Each invoice approved in Xero takes its stock off at the location your Xero tracking category names, whether that's your own site or a 3PL, and a voided one puts it back. Anything that can't be placed is listed for you to sort out, never guessed.
With stock from Xero invoices on, a sales credit note approved in Xero puts its stock back at its location, the same way Xero puts a tracked item back on hand, and voiding it takes the stock off again. Lines without an item code, such as a discount or goods written off, leave your stock alone.
Connecting Frostbyte Pro to Xero takes less than 30 minutes. Here is the setup process from start to finish.
Authorise Frostbyte Pro to connect with your Xero organisation using Xero's secure OAuth flow. The connection takes less than a minute and uses Xero's official API. Your credentials are never stored by Frostbyte Pro.
Tell Frostbyte Pro which Xero accounts to use for sales revenue and cost of goods, so invoices and bills land in the right place in your Xero ledger.
Choose what to sync. Push sales orders to Xero as invoices and purchase orders as bills, one at a time or in bulk, and keep customer and supplier contacts in step. You stay in control of what moves and when.
From then on, imports from Xero run on a half-hourly schedule once you switch auto sync on, and invoices, bills and contacts go the other way whenever you sync from the integrations page. Watch sync history from your integration settings and sort out any exceptions with one click.
Xero was built for accounting. Frostbyte Pro was built for inventory. Together, they give you the complete picture.
| Feature | Xero (Native) | Frostbyte Pro + Xero |
|---|---|---|
| Basic inventory tracking | ||
| Multi-warehouse management | ||
| Batch & lot number tracking | ||
| Expiry date management (FEFO) | ||
| Bill of Materials (BOM) | ||
| Production orders | ||
| Barcode scanning | ||
| Barcode label printing (PDF) | ||
| Automated reorder points | ||
| Pick, pack & dispatch workflows | ||
| Inter-warehouse transfers | ||
| Stock valuation reporting | ||
| Purchase order management | ||
| Sales order fulfilment | ||
| Serial number tracking |
Here's what connecting Frostbyte Pro to Xero does for the way your inventory and accounting work together.
Stop re-keying invoices, bills, and contacts between your inventory system and Xero. Push a batch across in one action, saving hours of repetitive data entry each week and cutting out the transcription errors that cause reconciliation headaches.
Sales invoices and purchase bills carry the same quantities and prices as the orders they came from, so what your accountant sees in Xero matches what actually shipped and arrived. No re-keying, no drift between systems.
Invoices post to your chosen Xero revenue account, or to a customer group's own account, and bills to your cost of goods account, so your P&L stays clean without recoding transactions after the fact. Your accountant will thank you.
Tax codes map directly between Frostbyte Pro and Xero. Sell GST-inclusive to consumers or GST-exclusive to trade customers, and the correct tax amounts carry through to Xero either way. Your GST returns are accurate without manual adjustments.
Every sync event is logged with timestamps, document references, and status. If a sync fails, you see exactly what happened and can resolve it with a single click. Full traceability from inventory transaction to Xero ledger entry.
Businesses that switch from manual data entry to the Frostbyte Pro-Xero integration typically save 5 to 10 hours per week on administrative tasks. That is time your team can spend on selling, manufacturing, or growing the business instead of copying numbers between systems.
Common questions about using Frostbyte Pro with Xero for inventory management.
Frostbyte Pro connects to your Xero organisation using Xero's official OAuth 2.0 API. Once authorised, you choose the Xero revenue and cost-of-goods accounts to post to and decide which imports you want switched on. From that point you push invoices, bills and contacts to Xero from the integrations page when you are ready, one at a time or in bulk, and nothing goes to Xero until you ask for it. Coming the other way, imports of products, customers, invoices and inventory run on a half-hourly schedule once auto sync is on, or on demand. You can monitor sync status and resolve any exceptions from your Frostbyte Pro dashboard.
Yes, though the two directions work differently. Going out, invoices, bills and contacts are pushed from Frostbyte Pro to Xero when you choose to send them, in one action from the integrations page. Nothing is pushed to Xero on its own. Coming in, you can import products, customers, invoices and opening inventory from Xero on demand or on a half-hourly schedule when auto sync is on, and that import is how contact and invoice changes made in Xero reach Frostbyte Pro.
Absolutely. Frostbyte Pro maps its tax codes directly to your Xero tax rates during setup. GST-inclusive and GST-exclusive pricing is handled correctly on every synced transaction. B2C sales (inclusive) and B2B sales (exclusive) both show the correct GST amounts on invoices and bills in Xero. This means your GST returns are accurate without manual recalculation.
Yes. During setup you pick the Xero revenue account your sales invoices post to and the Xero cost of goods account your purchase bills post to, chosen from your live Xero chart of accounts. You can also give any customer group its own sales account, and tag invoice lines with a Xero tracking option by product category. There's no account mapping for individual products, and all bills post to the one cost of goods account.
Yes. Switch on stock from Xero invoices in the Xero settings and match each option of one Xero tracking category to a warehouse. Each sales invoice approved in Xero then takes its stock off at that location by itself, with nothing to pick or complete in Frostbyte Pro. A void in Xero puts the stock back, and an approved credit note puts its stock back too. Stock moves when the next sync runs, so with auto sync at its shortest setting Frostbyte Pro is up to half an hour behind Xero. Stock coming in, from production or a delivery, and transfers out to your 3PLs are recorded in Frostbyte Pro.
The Frostbyte Pro integration works with all Xero plans, including Starter, Standard, and Premium. The integration uses Xero's standard API, which is available on every plan. There are no additional Xero charges for using the API connection. You simply need an active Xero subscription and a Frostbyte Pro account.
Most businesses have the integration fully configured and running within 30 minutes. Connecting your Xero account takes under a minute. Mapping your chart of accounts and tax codes typically takes 10 to 15 minutes. Configuring sync settings takes another 5 minutes. After that, imports from Xero can run on a half-hourly schedule, and pushing invoices and bills across is a single action on the integrations page.
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