Branch Xero Settings

Integrating your RAVE Financial Management System (FMS) with Xero allows for seamless syncing of your Chart of Accounts and streamlined financial tracking. 

Follow the steps below to connect your RAVE account to Xero.

1. Open the Profile Menu
   Click on your Profile Dropdown in RAVE to access additional menu options.

2. Select Branch Settings
   Note: If you don’t see this option, you’ll need to contact your Business Owner for the necessary access permissions.

3. Navigate to Xero Settings
   Within Branch Settings, select Xero Settings.

4. Connect to Xero
   Click the Connect to Xero button.
   You’ll be redirected to the Xero login page.

5. Authorise Access
   Log in with your Xero credentials.
   Follow Xero’s prompts to authorise the connection between your Xero account and RAVE.
   Note: You must have appropriate Xero permissions within your business to complete this process. RAVE cannot assist with permission issues in Xero.
   If you manage multiple Xero accounts, ensure you select the correct one from the dropdown during the connection process.

Once connected, you can proceed to set up your preferences and sync your Chart of Accounts and begin using the full features of the RAVE Financial Management System in conjunction with Xero.

Documents Sent to Xero

To read more about Documents Send to Xero and Xero Send Options and how to use them please view the detailed article here.

Once RAVE is connected to Xero, you can choose which types of documents to send through to Xero.

We recommend enabling only the Invoices and Bills option.
This setting will send the following to Xero:

• Client invoices

• Credit notes

• Supplier bills

• Supplier credit notes

Since all document reconciliation is handled within RAVE, we do not recommend sending Purchase Orders to Xero. These are not used or managed within Xero and will not be sent from Xero either.

This setup helps keep your Xero account clean and ensures consistency between systems.

Send Options

You can now choose which document types you want to have your Project Reference automatically appended to.

For quick reference, we recommend enabling this option for Bills only. When enabled, the Project Reference will be added to the Reference field in Xero, making it easy to identify which job each bill relates to when reviewing in Xero.

You can choose to enable this feature for any of the following document types:

• Purchase Orders

• Invoices

• Bills

• Client Credit Notes

• Supplier Credit Notes

Simply slide the toggle on for any document type you want the Project Reference included with.

Custom Invoice Reference 

On the project page you can use a custom Client Invoice reference as well. This reference will go in the Xero Invoice reference field. If you have both custom Invoice reference and append job number in use, we will add the custom Invoice reference to the Xero Invoice as line 1 on the Invoice 

Rave Project + Xero Tracking Categories

For full setup instructions and more details, refer to the help article here. 

When RAVE Project + Xero Tracking Categories is enabled, RAVE will automatically track your invoices and bills in both RAVE and Xero using your RAVE project’s Job Number.

This provides clear, project-specific financial tracking across both platforms.

Xero Payment Syncing

For Full setup instructions and more details, refer to the help article here. 

When Xero Payment Syncing is enabled, all payments and part-payments made in Xero will automatically sync back into RAVE. This includes:

• Client payments

• Supplier payments

This ensures your financial records in RAVE stay up to date without the need for manual entry.

If disabled, you will need to manually add payments to each document within RAVE, which can increase the risk of errors and require more administration time.

We recommend keeping this setting enabled for seamless integration and accurate tracking.

Syncing Your Chart of Accounts from Xero to RAVE

For Full setup instructions and more details, refer to the help article here.

To complete your integration, you’ll need to copy your Chart of Accounts from Xero into RAVE.

To do this:

1. Click on the Pull Chat of Accounts from Xero button.

2. This action will import all active Chart of Account codes from your Xero account into RAVE.

Once loaded, these accounts will be available for assigning to invoices, bills, and other financial documents within RAVE.

Setting Up Your Default Chart of Accounts in RAVE

After importing your Chart of Accounts from Xero, the next step is to set up your Default Chart of Accounts in RAVE. These defaults will be applied to any payments, purchase orders, bills, and credit notes—both for client invoices and supplier bills—that do not already have a Chart of Account manually selected.

1. Progress Payments

• This is the most important default to set.

• Ensure your Progress Payment Chart of Account in RAVE is matched to your income code in Xero.

• Many companies use Xero’s default 200 – Sales code for this.

2. Purchase Orders and Bills

• These can typically be left blank, as the appropriate Chart of Account is usually selected at the quote stage.

• However, if you'd prefer to apply a default, you can select one using the Select Chart of Accounts dropdown menu.

3. Rounding

• This should automatically load with your Xero rounding code.

• If it doesn’t, you can manually select the appropriate rounding account from the dropdown.

4. Credit Notes (Client Invoices and Supplier Bills)

• These can also be left blank, but you have the option to assign a default account for each via the dropdown menus.

Notes on Account Updates:

• When a Chart of Account is updated in Xero (e.g., name or type changes), the changes will automatically reflect in RAVE.

• If a Chart of Account is deleted in Xero, it will not be removed from line items in RAVE. Instead, it will display as:
  Chart of Account (deleted)

Setting up these defaults ensures smoother automation and reduces manual entry errors when processing financial documents.

Tax Configuration in RAVE

There is no need for you to pull down any GST rates or settings from Xero, as RAVE's tax is automatically set for GST inclusive, GST Exclusive, or no GST in NZ and the rate is 15%.   

Finalising Your Chart of Accounts List in RAVE

Once your Chart of Accounts have been imported from Xero into RAVE, you can review and manage them by hiding any accounts that are not relevant to your day-to-day financial workflows.

How to Manage Your Chart of Accounts in RAVE

1. Access the Chart of Accounts List:

   • Click on your Profile Dropdown to access the menu options.

   • Select Chart of Accounts.

   • This will open your Chart of Accounts List page, displaying a table of all active Xero Chart of Accounts imported into RAVE.

2. Hide Unused Chart of Accounts:

   • Scroll through the list and mark specific Chart of Accounts as hidden if you don't want them to appear in RAVE’s financial workflows.

Tip for Hiding Multiple Accounts Efficiently

• Use the Chart of Account Type filter (e.g. Term Liability, Equity, Current Liability).

• Select the checkbox at the top-left of the list to bulk-select all accounts shown.

• Uncheck any codes you want to keep visible.

• Click Mark as Hidden to hide the rest.

Important Notes

• Hidden Chart of Accounts will not appear in any RAVE FMS dropdowns or workflows.

• Hidden accounts are clearly marked with a ‘Hide’ tag in the Visibility column.

• You can safely hide any accounts that are not related to building materials, suppliers, trades, or project-specific financials.

Finalising your Chart of Accounts this way keeps your financial tools clean, relevant, and easy to use.