What Data Syncs Between Portal 360 and Xero

Summary

This article details the records and fields exchanged between Portal 360 and Xero, the direction in which each record type flows, and how often synchronisation occurs. Understanding the scope of the sync assists in reconciling discrepancies and in planning workflows that span both systems.

Direction of synchronisation

Each record type is configured to sync in one of three directions:

• From Xero to Portal 360 (read-only): Portal 360 receives the record from Xero and treats Xero as the source of truth. Changes made in Portal 360 to such records do not propagate back.
• From Portal 360 to Xero (write): Portal 360 creates or updates the record in Xero. Changes made directly in Xero will be reflected in Portal 360 on the next sync, but may be overwritten by subsequent changes originating in Portal 360.
• Bi-directional: Changes made in either system are reflected in the other. Conflicts are resolved on a last-write-wins basis.

Records synchronised

Contacts

Direction: bi-directional.

Customer and supplier records are synchronised between the two systems. Synchronised fields include the contact name, primary contact person, email address, phone numbers, billing and delivery addresses, ABN/Tax ID, and default currency.

Contacts marked as archived in Xero remain visible in Portal 360 but are flagged as inactive and excluded from contact pickers by default.

Invoices

Direction: Portal 360 to Xero (write), with status updates flowing back.

Invoices raised within Portal 360 are pushed to Xero. Synchronised fields include line items, quantities, unit prices, tax codes, due dates, branding theme, and reference. Invoice status changes that occur subsequently in Xero — for example, when an invoice is marked as paid following bank reconciliation — flow back to Portal 360 and update the corresponding record.

Invoices created directly in Xero are not retrospectively imported into Portal 360. The intended workflow is for Portal 360 to act as the originator of invoices.

Payments

Direction: Xero to Portal 360 (read-only).

Payment records applied to invoices in Xero are reflected against the corresponding invoice in Portal 360. This includes the payment date, amount, payment account, and reference. Payments cannot be entered or amended from Portal 360.

Chart of accounts and tax rates

Direction: Xero to Portal 360 (read-only).

The complete chart of accounts and tax rate configuration is imported from Xero and made available for selection within Portal 360 when raising invoices or recording transactions. Modifications to the chart of accounts must be made within Xero and will be reflected in Portal 360 on the next sync.

Tracking categories

Direction: Xero to Portal 360 (read-only).

Where tracking categories are configured in Xero, they are imported into Portal 360 and may be applied to invoice line items.

Synchronisation frequency

Portal 360 performs the following synchronisations:

• Real-time push. Records created or updated in Portal 360 are sent to Xero immediately upon save.
• Scheduled pull. Portal 360 polls Xero for updates approximately every fifteen minutes during business hours and hourly outside business hours.
• Manual sync. A manual sync may be triggered from Settings → Integrations → Manage → Sync now. This is recommended following bulk changes made directly in Xero.

Synchronisation operates within the API limits imposed by Xero. During periods of high traffic or for organisations with very high transaction volumes, sync intervals may be slightly extended. This is normal and does not indicate a fault.

Records that are not synchronised

The following are deliberately excluded from the sync to avoid duplication or unintended overwrites:

• Bank transactions and bank reconciliations
• Manual journals
• Fixed asset registers
• Payroll records
• Reports generated within Xero

These remain the sole responsibility of Xero and are accessed through Xero directly.