This guide shows you how to connect your Phorest financial data with your Xero or QuickBooks Online account.
Only QuickBooks Online is supported. QuickBooks Desktop is not supported.
QuickBooks Self Employed is also not supported as it uses an API different from QuickBooks Online, which Intuit does not publicly disclose.
Xero 'Starter', 'Early', and 'Ignite' subscriptions are not supported. You must be on a higher subscription plan to use the integration with Phorest.
In this Article
Setting up the Integration
To start, go to Manager > Integrations.
Choose either Xero or QuickBooks.
Do not select the (Legacy) options. These options are connected to a previous integration, which will be discontinued on December 31st, 2025.
Then click Manage Integration > Manage Connection. You will be prompted to connect your Xero/QuickBooks account by signing in.
Once you have successfully connected, you can begin mapping the ledger accounts for each payment type in Phorest.
Mapping Your Payment Types, Tax, and Purchase Items
To begin mapping, first, select the Default ledger account for your Payment Types.
The Default setting ensures that any items that you have not mapped are automatically assigned to the default. This includes any new Payment Types you might create after the integration is set up.
Next, use the dropdown menu next to each Payment Type to map your ledger account(s).
If you're unsure of some of the Phorest totals, you can use the Finance report in Phorest (Manager > Reports > Finance tab) to better understand each total. Change the report date range to the last 12 months to ensure all relevant totals are displayed. The names of the totals listed in the Accounting Integration will match the total names on the Finance report.
After you have mapped all Payment Types, move to the Tax tab to continue mapping, then repeat the process in the Purchase Items tab.
Once everything is mapped, click Save changes to finish. The integration setup is now complete.
Multiple Locations in Phorest
If you have multiple locations in Phorest, you must complete the mapping setup in each location individually.
When is the Data Synced?
Once your Xero/QuickBooks account is connected, your Phorest data will sync to your account automatically at 1 am (your local time) each morning. Your Phorest software does not need to be open for this to happen.
Xero Journals Synced as Draft
If you are using Xero, all entries sent to Xero will be created as Draft invoices/transactions. You will need to manually change these to Posted in Xero.
Can I Resync Failed Sync Attempts?
Yes. Please click here for more information.
Managing the Integration
You can manage the integration at any point by returning to Manager > Integrations > Select either QuickBooks or Xero > Manage Integration.
If you need to make changes to the account connection at any time, including disabling the integration, click Manage Connection.
Then click the menu icon for options to Re-authorize, Disable, Disconnect, or Delete the connection.