BSimple ↔ Xero / integration contract
Xero holds the ledger; BSimple holds the stock. Manage inventory against your Xero file — invoices, payments and quantities in sync.
connected platform
Live walkthrough / order to Xero
Approve invoices — BSimple pushes them to Xero via the API.
01 / why we integrate
BSimple runs the operational side of the business — order collection, stock, purchasing and the invoicing workflow. Xero protects the books — compliance, GST and accounting integrity. Both are hard problems, and neither piece of software does the other's job well.
Xero says the same thing itself: its built-in stock tracking covers finished goods only, tracks up to 4,000 items, uses average costing rather than FIFO, and leaves out bills of materials, manufacturing, raw materials and work in progress — it points anything bigger at the Xero App Store. That is the honest boundary of running stock inside accounting software, and it is exactly where an operations system earns its place. Batch and expiry traceability, recipes and production runs, a customer ordering portal: that work runs in BSimple and hands the ledger to Xero. If you are weighing the market up, the buyer's comparison of inventory management software for Xero and our plain-language answer to does Xero have inventory management cover the rest.
02 / what we automate
The integration covers four record types. Each has one owner, one direction of travel, and no second copy left to reconcile.
Existing contacts import through the Xero API. In practice a Xero file holds years of one-off contacts, so the BSimple importer is selective: bring across the customers and suppliers you actually trade with and leave the clutter in the ledger.
BSimple creates the invoice and pushes it to Xero through the API; older invoices can be retrieved from Xero into BSimple. From then on the status mirrors — when Xero marks an invoice paid or voided, BSimple reflects it, so nobody chases money the ledger has already banked.
Stock quantities live in BSimple — it was the first problem the product solved. Xero populates its inventory only from an approved bill and blocks selling without sufficient quantity: strict by design, and incompatible with how operations actually run. In BSimple you can build a sleeve from a box, approve an invoice before the supplier bill is processed, and keep quantities moving all week while values still reach the ledger through the invoice.
"You make your money when you buy" — BSimple keeps suppliers honest. Price variances flag at receipt and must be resolved, invoices split or join to match what actually arrived, and when a supplier's paperwork mixes GST-inclusive and exclusive lines, the reconciliation pages work out the correct ex-GST figures in real time.
03 / where the time comes back
The sync handles the repeatable work: pushing invoices, retrieving history, mirroring payment and voided status without anyone re-keying it. The checks that need a human stay visible — variances flag at receipt and mistakes surface at approval time, while they are still one click from fixed. Customers shape this constantly; if a task in your week looks like it should be automatic, we want to hear it.
04 / what you need
Why this integration exists
Xero was the first software BSimple ever integrated with. The founders were heavy Xero users and hit the same wall every small operator hits: it is excellent at the ledger and no place to run customer orders and inventory. Unpacking the Xero API came next, and BSimple grew into the operational layer — order collection, data entry, inventory, purchasing — while Xero kept the books. For the mechanics, our guide to how an inventory management system integrates with Xero walks it line by line.
Connected from day one