Connect Xero once. The paperwork copies itself.
If you or your accountant work in Xero, you shouldn’t be typing the same invoice twice. Connect Xero to GraftG and every invoice you raise, payment you record and receipt you snap is copied across on its own, within seconds. It only ever goes one way — GraftG is where you work, Xero is the accountant’s copy. GraftG never reads your Xero data, never edits anything already in there, and never sees your Xero password. Xero sync is on the Pro plan.
Go to Settings at app.graftg.co.uk, find the Xero panel and hit Connect Xero. You’ll sign in on Xero’s own site and pick which organisation to connect — GraftG never handles your password. You can disconnect from the same panel whenever you like.
Pick the sales account your invoices should land in (usually 200 Sales), the bank account payments come out of, and which expense account each receipt category maps to — materials, fuel, tools, accommodation, meals, office and other. Sensible defaults are filled in from your own chart of accounts, and GraftG will only offer accounts of the right type, so you can’t accidentally book expenses to a sales account.
Nothing about your day changes. Raise an invoice from a quote or a finished job and it appears in Xero as an approved sales invoice, numbered to match GraftG, with VAT split out. Mark it paid and the payment is recorded against it. Photograph a receipt and it lands as a bill or spend-money transaction under the category you mapped.
Text XERO for a quick status: which organisation you’re connected to, how many items have synced, and whether anything is waiting. The Settings panel shows the same. If Xero is down or an account is mapped wrong, the item is queued and retried automatically every morning — nothing is silently dropped.
XEROXERO STATUSNo. The sync only ever adds new documents — it never reads your existing data, never edits what is already there and never deletes anything. If you disconnect, everything already copied across stays exactly where it is.
No. Every invoice, payment and receipt is copied across exactly once, and GraftG keeps a record of what it has already sent. Even if something is retried after a failure, it will not be sent twice.
The copy is made when the document is created, and later changes in GraftG are not re-sent. So if you void or amend an invoice after it has gone across, do the same in Xero. In practice this is rare — most invoices are right when they leave.
That is fine for invoices and receipts. Set “Receipts push as” to Bill and receipts go across as accounts-payable bills, which need no bank account. Only payments and spend-money receipts genuinely require one — add a bank account in Xero (Accounting → Bank accounts), reload Settings and pick it, and anything that was waiting syncs on the next morning’s retry.
If you are VAT registered, invoice lines are sent with 20% VAT on income and receipts with VAT on expenses, so your Xero VAT return picks them up properly. If you are not VAT registered, everything goes across with no VAT. GraftG uses whatever you have set on your profile.
The invoice goes across for the full amount with the CIS deduction shown as a note on the invoice, so the sales figure is right and the deduction is visible. The deduction itself is handled outside Xero — your CIS records live in GraftG, and CIS REPORT gives you the tax-year totals both ways.
No. Xero sync copies your records into Xero; filing is done by you or your accountant from Xero, in the usual way. If you would rather not use Xero at all, text PACK for an accountant-ready ZIP instead.
Xero sync is a Pro feature. On any paid plan you can still text PACK to get everything as a ZIP for your accountant.
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