This guide explains how the Xero integration works in My Hours, what gets imported/transferred, which workflows are available (manual vs scheduled), and the key behaviors to expect especially around duplicates, renaming, and invoice fields.
What gets imported/transferred (field mapping)
Xero → My Hours
Xero | My Hours |
Contact | Client + Project |
Rule: A single Xero Contact imported into My Hours creates:
1 Client in My Hours, and 1 Project in My Hours with the same name as the Client/Contact.
My Hours → Xero
My Hours | Xero |
Invoice | Invoice |
Contacts & projects import workflows (Xero → My Hours)
There are two workflows available for importing Xero contacts/projects into My Hours:
1) Manual import
Runs the import on demand and brings in Xero contacts/projects at the moment you run it.
2) Scheduled import
Runs automatically on a schedule to keep contacts/projects in My Hours up to date.
Duplicate prevention & renaming behavior
Both the manual import and the scheduled import try to prevent duplicates.
How duplicates are avoided
The workflows check whether the same contact/project already exists in My Hours.
The check is done by name.
What happens if names change
Because matching is done by name, renaming has an important side effect:
If you rename a contact in Xero, the next import will not “rename” the existing My Hours items. Instead, it will import the renamed contact as new, creating a new Client + Project in My Hours.
Bottom line: Name changes on either side can result in a new client/project being created.
Import limitations (Xero → My Hours)
The integration supports transfer of all data except:
Tax name
Tax value
Custom ID
Invoice transfer workflow (My Hours → Xero)
Invoices are transferred from My Hours to Xero using one scheduled workflow intended specifically for invoice transport.
What invoice data is transferred
Line items
Quantity
Price
Issue date
Due date
Reference
Currency
Invoice number
What is not transferred
Tax is not imported
Discount is not imported
That means tax and discount need to be set up/adjusted in Xero after the invoice is transferred.
Reference & currency rules
The Reference field in Xero is populated with the My Hours Invoice ID.
Currency is set to match the currency configured in the My Hours account.
Quick setup steps
Connect Xero to My Hours.
Choose how you want to import contacts/projects:
Manual import, or
Scheduled import
Enable the scheduled invoice workflow (My Hours → Xero) if you want invoices transferred.
Security & Authentication
How integrations handle authorization:
After you connect and authorize any app, My Hours automatically generates an API key for your workspace.
This key is required for the integration to run.
Data exchange is handled via Paragon, our trusted integration provider.
You can disconnect the integration at any time from the Configuration tab (and revoke the API key if needed).