How to Connect & Use Xero Accounting with YourMedSoft
Complete step-by-step guide to integrate Xero Accounting with YourMedSoft. Learn how to connect Xero Accounting, control Data In and Data Out, add records via + Add Data or CSV upload, and manage synced data in Invoicing & Billing.
To connect Xero Accounting to YourMedSoft, open Integrations & Sync (/portal/settings?tab=integrations), locate Xero Accounting, and click "Connect". Once connected, the Sync & Data Control Hub opens automatically so you can pull facility client accounts & payment statuses into Invoicing & Billing (/portal/invoicing), push facility billing invoices & line items out to Xero Accounting, or add records via "+ Add Data" and CSV upload.
What You Need Before Starting
- Active YourMedSoft account with Administrator or Coordinator role.
- Active account on Xero Accounting (API token optional — free CSV Batch / Sandbox Mode supported).
- Configured clinical roster or facility rate sheets in YourMedSoft Foundation.
Clinical & Regulatory Compliance Standards
- HIPAA & HITECH Data Safeguards: All API payloads transmitted between YourMedSoft and Xero Accounting are encrypted in transit using TLS 1.3 with AES-256 encryption. PHI is strictly minimized according to minimum-necessary privacy rules.
- FLSA & Department of Labor Compliance: Overtime thresholds (daily >8 hrs in CA/NV/AK and weekly >40 hrs federal) and shift differentials are validated prior to payroll batch transmission to prevent wage and hour violations.
- Deduplication & Transaction Integrity: Automated idempotency keys prevent double-counting of timesheets, invoices, applicants, or clinician records during network retries.
Step-by-Step Instructions
Open Integrations & Sync & Locate Xero Accounting
Log in to YourMedSoft with an Admin or Manager account. Click "Integrations & Sync" in the left navigation sidebar (or go to Settings > App Marketplace & Integrations). Search for "Xero Accounting" or filter by the "Accounting & Billing" category pill.
Connect Xero Accounting (Live API Token or Free CSV / Sandbox Mode)
1. Obtain Credentials: Log in to your Xero Accounting admin or developer console and copy your API Key / Access Token (and Account or Vendor ID if applicable). 2. Configure in YourMedSoft: Paste your Xero Accounting token below, or leave the API Key blank to connect in free Sandbox Mode for testing. 3. Custom Endpoint (Optional): If your organization uses a custom Xero Accounting subdomain or webhook listener, enter it in the Custom Base URL / Webhook field.
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Pull Data In (Inbound API Sync or CSV / JSON Upload)
Immediately after connecting, the "Xero Accounting Two-Way Sync & Data Control Hub" opens automatically on the "Import (Data In)" tab. Click "Import from Xero Accounting" to pull facility client accounts & payment statuses via API, or use "Upload CSV / JSON File into Client Facilities & Invoice Payments" to batch-import records directly into Invoicing & Billing (/portal/invoicing).
Create & Push New Records (+ Add Data Tab)
Switch to the "+ Add Data" tab inside the Xero Accounting Sync Hub (or click "+ Add Data" on the Connected Integrations bar inside Invoicing & Billing). Fill out the quick form to create a new record in YourMedSoft and simultaneously push it out to Xero Accounting.
Push Data Out (Outbound Sync & Formatted CSV Batch Export)
Open the "Export (Data Out)" tab in the Sync Hub (or click "Push Data Out" from Invoicing & Billing at /portal/invoicing). Select your active billing cycle or pay period, review the live record counts (Approved Facility Invoices), and click "Export to Xero Accounting" for direct API transmission or "Download CSV Batch" for manual upload into Xero Accounting.
Configure Auto-Sync Rules & Verify HIPAA Audit Logs
Open the "Data Controls" tab to toggle Auto-Sync Data In (Inbound), Auto-Sync Data Out (Outbound), Sync Frequency (Real-time, Hourly, Daily, Manual), and Duplicate Record Handling. Switch to the "Sync Logs" tab at any time to inspect timestamped inbound/outbound receipts.
Pro-Tips & Best Practices
- Use the Connected Integrations bar at the top of Invoicing & Billing (/portal/invoicing) to trigger 1-click "Pull Data In", "Push Data Out", or "+ Add Data" without leaving your workspace.
- If your Xero Accounting plan does not include API access, leave the API key blank to use CSV upload in "Import (Data In)" and formatted CSV batch downloads in "Export (Data Out)".
- Use the "Sync Logs" tab to verify timestamped inbound and outbound sync receipts for HIPAA and Joint Commission audits.
Troubleshooting & Operational Edge Cases
Issue: Xero Accounting shows "Sandbox Mode" instead of "Live API Verified"
Operational Resolution: This means Xero Accounting was connected without an API key. While Sandbox Mode lets you upload CSV/JSON files and test "+ Add Data" immediately, to enable live API calls open Xero Accounting > "Manage Data & Sync" > "API Key" tab, paste your Xero Accounting token and Account/Subdomain ID, and click "Save & Verify API Key".
Issue: Timesheet, candidate, or payroll batch rejected by Xero Accounting
Operational Resolution: Check that all records in the batch have matching identifiers or email addresses in Xero Accounting, or use the "Download CSV Batch" button in the "Export (Data Out)" tab for direct file import into Xero Accounting.
Issue: Where do my imported records from Xero Accounting appear?
Operational Resolution: Imported records from Xero Accounting are saved directly into Client Facilities & Invoice Payments. Click the "Invoicing & Billing" link inside the "Import (Data In)" tab or navigate to /portal/invoicing in the left sidebar.
Frequently Asked Questions & Troubleshooting
What happens immediately after I save and connect Xero Accounting?
As soon as you click Connect, YourMedSoft pins Xero Accounting to your "Your Active Integrations" command center at the top of Integrations & Sync, adds a 1-click control bar inside Invoicing & Billing (/portal/invoicing), and automatically opens the 7-tab Sync & Data Control Hub with a "What Happens Next" walkthrough.
Where do I control Data In, Data Out, and add new data for Xero Accounting?
In the Xero Accounting Sync & Data Control Hub (accessible from Settings > Integrations & Sync or the bar at the top of Invoicing & Billing): use "Import (Data In)" to pull records or upload CSV/JSON files, "Export (Data Out)" to push approved facility invoices or download CSV batches, "+ Add Data" to create and push individual records, and "Data Controls" to configure automatic sync rules.
What specific data flows between YourMedSoft and Xero Accounting?
The two-way integration handles: (1) Inbound (Data In): Pull customer contact records and tax settings -> routed to Invoicing & Billing (/portal/invoicing). (2) Outbound (Data Out): Push sales invoices and credit notes to Xero -> sourced from Approved Facility Invoices.
Does connecting Xero Accounting incur any additional fees in YourMedSoft?
No. YourMedSoft provides native integrations with zero per-connection surcharges and zero middleware fees. You can connect using your Xero Accounting API key or use free CSV Batch / Sandbox Mode.
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