Ontraport to Xero Sync: Frequently Asked Questions

XOSync is a done-for-you integration that automatically turns your Ontraport sales into Xero invoices. You connect your Ontraport account and your Xero organisation once, map your products, coupons, shipping, taxes and payment gateways, and from then on the sync runs on its own.

On a continuous automated schedule, XOSync checks Ontraport for new and changed transactions every few minutes. Each qualifying sale becomes a line-itemised Xero invoice, and where the money has already been collected a matching payment is recorded against it. There is nothing to export, import or re-key.

XOSync syncs the full detail of every sale, not just the totals. From Ontraport to Xero it carries across:

• Invoices for every qualifying transaction, line-itemised with the right item and account
• Payments, recorded against the invoice once the money has been collected
• Products, coupons and shipping, each mapped to your chosen Xero items and sales accounts
• Taxes, mapped to your Xero tax codes
• Payment gateways, each mapped to a Xero branding theme, currency and bank or clearing account
• Multiple currencies
• Paying contacts, created or matched as Xero contacts

Subscriptions, payment plans and refunds are handled too — see the questions below.

Yes. When you refund a transaction in Ontraport, XOSync creates a matching credit note in Xero that mirrors the original invoice's accounts and tax codes, so your books stay balanced. Voids and write-offs are handled as well, and the synced invoice links straight through to the credit note in Xero.

Yes. Recurring subscriptions and instalment payment plans sync automatically. Each payment is created as its own Xero invoice with a clear description and instalment count, and dates are handled in your Ontraport timezone across daily, weekly, monthly, quarterly and yearly cycles.

Duplicate invoices are one of the biggest risks when you sync Ontraport to Xero, so XOSync protects against them at several levels. Every write to Xero carries a unique key, per-connection locks stop the same transaction being processed twice, and a reconcile step adopts any invoice that already exists in Xero rather than creating a second one. A built-in duplicate-detector report continually checks your synced invoices so nothing slips through.

XOSync is built to heal itself rather than fail silently. Temporary problems, like a brief API hiccup, are retried automatically with backoff. If something genuinely needs your attention — a missing mapping, for example — it appears in a plain-English review queue that tells you exactly what to fix, with one-click actions to retry, adopt, skip or override, plus bulk retry. If your Ontraport or Xero connection drops, syncing pauses and you are notified, then resumes automatically once you reconnect. You are also alerted by email whenever a transaction needs you.

Yes. When you first connect, you can import your historical Ontraport transactions so your past sales are in Xero, not just new ones. You choose the backfill window, and any historical items that need attention flow through the same review queue as your live syncs.

Yes. XOSync is multi-connection: one login can run several integrations at once, so you can connect more than one Ontraport account and sync to more than one Xero organisation. That makes it ideal for agencies, consultants and bookkeepers managing several clients, with a fleet view for keeping an eye on every connection in one place. The number of connections depends on your plan.

No. Setup is guided, and XOSync does the heavy lifting for you. It pulls your products, coupons, gateways and taxes live from both platforms and uses AI-assisted mapping to suggest which Xero item, account and tax code each one should go to. High-confidence matches are pre-filled and the rest are a single click to approve — you stay in control, you just approve. Before you go live you can run a test invoice to confirm everything lands correctly.

Yes. If you take payments through Stripe in Ontraport, XOSync records and reconciles each Stripe payment into the correct Xero bank or clearing account, matched to the gateway that took it. To be clear, this is payment reconciliation — XOSync is not a Xero bank feed and does not replace one. It simply makes sure every paid Stripe transaction is recorded against the right account in Xero, ready for you to reconcile against your incoming bank lines.

You match each tax you collect in Ontraport to the matching tax code in Xero, and set a default tax code for transactions where no tax was collected. Line items from Ontraport transactions that collect tax are treated as tax-exclusive in Xero.

If you don't use Ontraport's tax options but need Xero to treat line items as tax-inclusive, XOSync has a setting for that too. It is called 'tax exceptions', and you can create rules with filters to collect a particular tax for a particular contact.

XOSync has a matching tool for all of your Ontraport coupons, so you can track the discount from any coupon individually. If you would rather keep it simple, a default account setting sends every discounted amount to a single sales account in Xero.

Any shipping you collect in an Ontraport transaction is added to the Xero invoice as its own line item. Each shipping option you create in Ontraport can be mapped to a specific account code in Xero, or you can use a single default account code if you don't want to map them individually.

Each transaction synced from Ontraport creates a new invoice in Xero, and the payment is recorded against it to the correct account based on the gateway used. When the matching line from your own bank feed arrives in Xero, you or your bookkeeper simply click the green Reconcile button on the transaction that matches the date and amount. XOSync records the payment for you; reconciliation against your real bank transactions stays in your hands.

No problem at all — the integration is built with that in mind. When you set up your connection between Ontraport and Xero, you map each of your Ontraport gateways to a particular:

1. Branding theme
2. Currency
3. Payment account

That way every transaction arrives in Xero in the correct currency, with the right invoice styling, and the payment posted to the correct bank or clearing account.

Yes. XOSync connects only through the official Ontraport and Xero APIs. You authorise Xero with OAuth, so you never share a Xero login or password with us, and all data is passed over our SSL. XOSync does all of the syncing safely through these APIs rather than logging into your accounts.

You can try XOSync for 30 days for just $1. After that it is US$29 per month, billed monthly or yearly, and you can cancel anytime.