How to connect your Xero Blue to Waive

How to connect your Xero Blue to Waive

Connecting your Xero Blue with Waive

  1. What does connecting your Xero to Waive do?
  2. How to create 'Products' in Xero.
  3. How to connect your Xero with Waive
  4. FAQ's
  5. Summary Video


1. What does connecting your Xero to Waive do?

By linking your Xero Blue with Waive, means that agent invoices created in Waive are pushed to Xero, and once reconciled in Xero, those agent invoices are updated and marked as paid in Waive in real time.

What data does Waive push to Xero?

When creating an agent invoice in Waive = This creates the invoice in Xero.
(using the same invoice number)

Your monthly Waive Subscription invoice = Creates the bill to pay in Xero.
In case of a timing issue or errors:
Waive ‘Sync Invoice’ function = pushes agent invoice to Xero

What data does my Xero push to Waive?

Xero confirms payment receipt = Waive agent invoice marked as paid with the date.


2. How to create 'Products' in Xero:

Before connecting Waive to your Xero Blue account you will need to ensure that you have PRODUCTS created in Xero.

If you do not have 'Products' created in Xero, please complete the following process:

Step 1 - Add a PRODUCT via the BUSINESS menu.
Select PRODUCT AND SERVICES





Step 2 - Select NEW ITEM on the right hand side.

Step 3 - Create the Product - Select a name and product ID.
Make sure you “SELL” this item and connect it to the appropriate Sales account.




Step 4 - Save the PRODUCT
Details of the product are now set and ready for connection with Waive.




3. How to connect your Xero with Waive:

The account owner must navigate to their Waive settings and select the Xero tab, and press the 'Connect' button.



Follow the prompts to login to your Xero and authorise Waive

Only the ACCOUNT OWNER can access the Xero tab via their Settings.

Once connected, Waive will list your Products from Xero.
Select the codes for each item using the drop down box to select the Annual Reviews Code, Changes Code and Subscriptions Code, and press 'Submit' to save the data:


The Subscription code is for your Waive subscription.

Please check your Xero codes and ensure that the below has been set up for your Waive subscription code to be selected in the third drop down box:
  1. Open Products and Services
  2. Add an item
  3. Select purchase account
  4. Add the expense part as item with a purchase code for the expense
You need to have at least one SELL product for Annual Reviews and Changes and one PURCHASE product for the Waive subscription.

If you are not sure on how to add in a PURCHASE product in Xero - please click on this link: https://central.xero.com/s/article/Add-an-inventory-item

Please note: If you have not selected all 3 codes from the dropdown boxes, then your Xero connection is incomplete and will not work!



TROUBLESHOOTING:

Waive stating that you are disconnected from Xero, but you cannot re-connect to Xero via Waive again as it's saying that you are already connected:

Please check the below in your Xero to see if Waive is still a connected app:

Step 1: In the top left hand corner of your Xero, click on your agency name, and select 'Settings':




Step 2: Within your Organisation Settings, please select the 'Connected Apps' option:



Step 3: Please confirm if you can see Waive listed there as a connected app:


If Waive is listed there as a connected app, please disconnect it, and then try re-connecting your Xero via the Waive platform.



FAQ's:

Q: I am connected to Xero in Waive, but the agent invoices in Waive are not being marked as paid, when they have been marked as paid in Xero?

A: If the agent invoice is not marked as paid in Waive, this could be because of a timing issue between when the agent invoice was created in Waive and when you connected to Xero.

If it is a timing issue, please find the agent invoice in Waive, press the 'actions' button, and select 'sync invoice' and see what the notification states.
(it will either state that the invoice was successfully pushed to Xero, or it will decline your request as it is already pushed to Xero)

If the notification states that the system successfully pushed the invoice to Xero, then that means it was not linked to that invoice you currently have in Xero, and you will need to delete the old invoice in Xero, and mark the new invoice you just pushed through to Xero as paid, and wait for that to come through to Waive (should only take max 30 seconds)

If the notification declines your request, stating that you have already pushed the invoice to Xero, then we need to investigate this further.

Please email us at support@waive.com.au, confirming the below details:

1. If all agent invoices are not being marked in Waive as paid (when they are being marked as paid in Xero) or if it only certain invoices.
2. Please provide a screenshot of an invoice in your Xero that is marked as paid so that we can cross reference the details in Waive.
3. If all the above fails, then please send through a screenshot of your Annual Review & Changes expense code that has been set up in your Xero.


Q: How do I disconnect Xero from Waive?

A: The account owner simply needs to navigate to their settings - Xero tab and press the ‘disconnect’ button as shown below, in order to disconnect Xero from Waive:



Q: When and how does data sync occur? Is it manual, automatic, on login, in real-time.  Are there any settings related to syncing?

A: The data sync between your Xero and Waive is done in real time, which means that when your Xero has received a payment for an agent invoice, this will mark the agent invoice in Waive as paid, in real time. There are no settings in Waive related to syncing the data.

Q: I issued agent invoices in Waive before connecting my Xero to Waive, how can I push those invoices to Xero?

A: Simply go to the Invoices tab in Waive, and find that agent invoice, then press the blue ‘actions’ button and select ‘Sync invoice’. 
You will see a green pop up notification notifying you if it has been successfully pushed to your Xero account, or you will see a yellow pop up notification if that agent invoice is already in your Xero account.

Q: What is the third ‘Subscriptions code’ option for?

A: This is where you select the expense code you have in Xero for your monthly Waive subscription invoice. This becomes a bill for you to pay in Xero and simply groups it all together for you.

Q: Do I need to select the ‘push to draft’ option for the connection to work?

A: No, you definitely do not need to select the ‘Push to draft’ option for your connection to work, this is simply an option for those agents who prefer to push their invoices to draft modes first before finalising them. This could be for a number of reasons but it comes down to the agency’s preferences and business practice - hence why the account owner is in charge of this connection.


Below is a summary video: