Xero Custom Connections: No OAuth, No Problem—Connect CollectLean in Minutes

You didn't start a business to spend Friday afternoons copying invoice data. Yet, here you are—manually entering Xero invoices into your collections system, then logging back into Xero to reconcile payments. It’s a low-value loop that eats up your most valuable asset: time.

Xero Custom Connections breaks this loop. By connecting CollectLean directly to your Xero ledger, you remove the manual admin entirely. Invoices created in Xero appear in CollectLean. Payments recorded in Xero update CollectLean. Customers sync bidirectionally. No double entry, no manual updates, no errors.

Here's how to connect Xero to CollectLean in minutes using Custom Connections.

Why Connect Xero to CollectLean?

The Problem Without Integration:

• Double Data Entry: Create invoices in Xero, then manually enter them in CollectLean
• Manual Payment Updates: Record payments in Xero, then manually update CollectLean
• Data Errors: Manual entry creates mistakes, inconsistencies, and discrepancies
• Time Waste: Hours spent every week on manual synchronization
• Delayed Collections: Invoices don't appear in CollectLean until manually entered

The Solution With Integration:

• Automatic Sync: Invoices, customers, and payments sync automatically
• No Double Entry: Create once in Xero, use everywhere
• Real-Time Updates: Changes in Xero reflect in CollectLean within minutes
• Error Reduction: Automated sync eliminates manual entry errors
• Faster Collections: Invoices appear in CollectLean immediately for automated reminders

What Gets Synced?

Customers (Contacts):

• Customer names, addresses, contact information
• Payment terms and credit limits
• Custom fields and notes
• Bidirectional sync—changes in either system update both

Invoices:

• Invoice numbers, dates, amounts, line items
• Due dates and payment terms
• Status (draft, sent, paid, overdue)
• Automatic sync from Xero to CollectLean

Payments:

• Payment amounts, dates, methods
• Applied to specific invoices
• Automatic status updates in CollectLean
• Stops collection reminders when payment is received

Contacts:

• Contact persons associated with customers
• Email addresses and phone numbers
• Used for multi-channel collection reminders

Prerequisites: What You Need

Xero Account:

• Active Xero subscription
• Admin access to your Xero organization
• Custom Connections feature (available in AU, NZ, UK, US)

CollectLean Account:

• Active CollectLean subscription
• Admin access to integration settings

Custom Connections:

Xero Custom Connections is a premium feature that simplifies integration. Instead of OAuth flows and tenant IDs, you use Client ID and Client Secret directly. Each Custom Connection is automatically tied to one Xero organization.

Note: Custom Connections is available in Australia, New Zealand, United Kingdom, and United States. If you're in another region, contact Xero support for availability.

Step-by-Step Setup Guide

Step 1: Create Xero Custom Connection App

Navigate to Xero Developer Portal:

1. Go to https://developer.xero.com/
2. Sign in with your Xero account
3. Click "My Apps" in the top navigation

Create New App:

1. Click "New app" button
2. Select "Custom Connection" as the integration type
3. Enter app name (e.g., "CollectLean Integration")
4. Select your Xero organization
5. Click "Create app"

Get Credentials:

1. After creating the app, you'll see the app details page
2. Copy the Client ID (starts with a long alphanumeric string)
3. Copy the Client Secret (also a long alphanumeric string)
4. Save these securely—you'll need them in CollectLean

Important Notes:

• Each Custom Connection is tied to one Xero organization
• No OAuth flow required—just Client ID and Client Secret
• No Tenant ID needed—automatically tied to your organization
• Tokens refresh automatically every 30 minutes

Step 2: Configure CollectLean Integration

Access Integration Settings:

1. Log in to CollectLean
2. Navigate to Settings → Integrations
3. Find "Xero" in the integrations list
4. Click "Connect" or "Configure"

Enter Credentials:

1. Client ID: Paste the Client ID from Xero
2. Client Secret: Paste the Client Secret from Xero
3. Click "Save" or "Test Connection"

Test Connection:

1. Click "Test Connection" button
2. CollectLean will verify credentials with Xero
3. If successful, status changes to "Active"
4. If failed, check credentials and try again

Step 3: Configure Sync Settings

Choose What to Sync:

• Customers: Enable to sync customer data
• Invoices: Enable to sync invoices automatically
• Payments: Enable to sync payment updates
• Contacts: Enable to sync contact persons

Set Sync Frequency:

• Real-Time: Sync immediately when changes occur (recommended)
• Scheduled: Sync every 15 minutes, 30 minutes, or hourly
• Manual: Sync on-demand when you click "Sync Now"

Configure Sync Direction:

• Xero → CollectLean: Invoices and customers sync from Xero to CollectLean (most common)
• Bidirectional: Changes in either system sync to both (for customers)

Step 4: Map Your Data

Customer Mapping:

• Xero "Contact" maps to CollectLean "Customer"
• Verify customer names, addresses, and contact information match
• Review payment terms and credit limits

Invoice Mapping:

• Verify invoice numbers, dates, and amounts sync correctly
• Check that due dates and payment terms are accurate
• Ensure invoice statuses map correctly (draft, sent, paid, overdue)

Payment Mapping:

• Verify payment amounts and dates sync correctly
• Check that payments apply to correct invoices
• Ensure payment methods are recognized

Step 5: Test Your Integration

Create Test Invoice:

1. Create a test invoice in Xero
2. Wait for sync (or click "Sync Now")
3. Verify invoice appears in CollectLean
4. Check that all details are correct

Record Test Payment:

1. Record a test payment in Xero
2. Wait for sync
3. Verify payment updates in CollectLean
4. Check that invoice status updates to "Paid"

Verify Collection Workflows:

1. Create an overdue invoice in Xero
2. Verify it appears in CollectLean
3. Check that collection reminders are sent automatically
4. Record payment in Xero
5. Verify reminders stop automatically

How It Works: Understanding the Sync Process

Initial Sync:

When you first connect, CollectLean performs an initial sync:

• Syncs all customers from Xero
• Syncs all open invoices from Xero
• Syncs recent payments from Xero
• This may take a few minutes depending on data volume

Ongoing Sync:

After initial sync, CollectLean syncs changes automatically:

• New invoices created in Xero sync to CollectLean
• Payments recorded in Xero update CollectLean
• Customer changes sync bidirectionally
• Sync happens every few minutes or in real-time

Token Refresh:

Xero tokens expire after 30 minutes. CollectLean automatically refreshes tokens in the background. You don't need to do anything—it happens automatically.

Rate Limits:

Xero allows 60 requests per minute per tenant. CollectLean respects these limits and queues requests if needed. For most businesses, this is more than enough.

Common Issues and Troubleshooting

Issue: Connection Test Fails

Possible Causes:

• Incorrect Client ID or Client Secret
• Custom Connections not available in your region
• Xero organization access issues

Solutions:

• Double-check credentials—copy and paste exactly
• Verify Custom Connections is available in your region
• Ensure you have admin access to Xero organization
• Contact Xero support if Custom Connections isn't available

Issue: Invoices Not Syncing

Possible Causes:

• Sync disabled for invoices
• Invoice status filters excluding invoices
• Rate limit exceeded

Solutions:

• Check sync settings—ensure invoices are enabled
• Review invoice status filters
• Wait a few minutes and try manual sync
• Check Xero API status if issues persist

Issue: Payments Not Updating

Possible Causes:

• Payment sync disabled
• Payment not applied to invoice in Xero
• Sync delay

Solutions:

• Check sync settings—ensure payments are enabled
• Verify payment is applied to invoice in Xero
• Wait for sync or trigger manual sync
• Check payment mapping settings

Issue: Duplicate Customers

Possible Causes:

• Multiple syncs creating duplicates
• Customer name mismatches

Solutions:

• Use CollectLean's duplicate detection
• Merge duplicate customers manually
• Review customer mapping settings
• Contact support if issues persist

Best Practices

Keep Credentials Secure:

• Never share Client ID or Client Secret
• Store credentials securely
• Rotate credentials periodically
• Use different credentials for test and production

Monitor Sync Status:

• Check integration status regularly
• Review sync logs for errors
• Monitor sync frequency
• Address issues promptly

Test Before Going Live:

• Test with sample data first
• Verify all mappings are correct
• Test collection workflows
• Ensure payments update correctly

Regular Maintenance:

• Review sync settings monthly
• Check for duplicate customers
• Verify invoice and payment accuracy
• Update credentials if needed

The Bottom Line

Integrating CollectLean with Xero eliminates double data entry, reduces errors, and speeds up collections. Setup takes minutes, and sync happens automatically.

Key Benefits:

• No Double Entry: Create invoices once in Xero, use everywhere
• Automatic Sync: Invoices, customers, and payments sync automatically
• Real-Time Updates: Changes reflect in CollectLean within minutes
• Error Reduction: Automated sync eliminates manual errors
• Faster Collections: Invoices appear immediately for automated reminders

Setup Steps:

1. Create Xero Custom Connection app
2. Get Client ID and Client Secret
3. Enter credentials in CollectLean
4. Test connection
5. Configure sync settings
6. Test with sample data

Start with Step 1. Create your Xero Custom Connection app. Get your credentials. Enter them in CollectLean. Test the connection. You'll be syncing in minutes.

Ready to connect Xero to CollectLean? Use Custom Connections to sync invoices, customers, and payments automatically—no OAuth flow needed. No double entry, no manual updates, no errors. Start your free 14-day trial and see how integration can streamline your collections process.