Xero Integration for Construction — Send Invoices from Estimates | EasyEstimate
Connect EasyEstimate to Xero and send construction invoices in one click. Line items, VAT, customer details transfer automatically. Built for UK builders.
Why Connect Your Estimating Software to Xero?
If you’re a UK builder using Xero for your accounts, you know the routine: price a job in your estimating tool, generate the invoice, then manually type every line item into Xero. It’s the same data entered twice — and every manual entry is an opportunity for mistakes.
EasyEstimate’s Xero integration removes that step completely. When you’ve finished estimating a job and the client has accepted, you generate the invoice in EasyEstimate and click Send to Xero. The invoice appears in Xero as a draft with all the line items, amounts, VAT and customer details already filled in. Review it, approve it, send it — done.
What Gets Sent to Xero
When you click Send to Xero on an invoice in EasyEstimate, here’s exactly what happens:
- Line items — every line from your invoice is transferred individually with its description, quantity, unit price and line total. Your Xero invoice shows the same detailed breakdown as your EasyEstimate estimate.
- Customer contact — EasyEstimate searches Xero for an existing contact by email or name. If found, the invoice is linked to them. If not, a new contact is created with the client’s name, email, phone and address.
- VAT treatment — invoices are sent as tax-exclusive (with VAT per line) or no-tax, matching how you’ve set up the job in EasyEstimate.
- Invoice reference — your job reference or project name is included as the Xero invoice reference, making it easy to match invoices to jobs.
- Due date — if you’ve set a due date on the invoice in EasyEstimate, it carries through to Xero.
The invoice arrives in Xero as a Draft, giving you full control to review and edit before approving or sending to your client.
Setting Up the Xero Connection
Connecting takes less than two minutes:
- Log into EasyEstimate and go to Company Details
- Scroll to the Integrations section
- Click Connect next to Xero
- You’ll be redirected to Xero — log in and authorise EasyEstimate
- You’re connected. Start sending invoices.
There’s no technical configuration, no API keys to manage, and no IT support needed. If you can log into Xero, you can set up the integration.
Keeping Invoices in Sync
After sending an invoice to Xero, you can check its status from within EasyEstimate at any time. Click Sync on any Xero-linked invoice to pull the latest status:
- Draft — invoice is in Xero but hasn’t been approved or sent
- Submitted — invoice has been submitted for approval
- Authorised — invoice has been approved and is awaiting payment
- Paid — client has paid the invoice
- Voided — invoice has been voided in Xero
This means you can manage your pipeline from EasyEstimate without constantly switching to Xero to check what’s been paid.
Built for Construction Invoicing
Generic invoicing tools often treat an invoice as a single line with a total amount. EasyEstimate preserves the full breakdown of your construction estimate:
- Materials, labour and subcontractor costs listed as separate line items
- Section and area descriptions included (e.g. “Kitchen - Wall Tiling - Supply & Fix”)
- Quantities and unit rates shown, not just totals
- Profit margins applied at the line level, so your Xero invoice shows client-facing prices
This level of detail helps your accountant categorise costs correctly and gives your clients clear, professional invoices.
Who Uses This Integration
The Xero integration is popular with:
- Sole traders and small builders who do their own books in Xero and want to stop double-entering invoice data
- Growing construction companies whose bookkeeper or accountant uses Xero and needs invoices sent over without manual data entry
- Contractors using CIS who need accurate, detailed invoices in their accounting system for tax purposes
Pricing
The Xero integration is included with the Professional plan. There are no additional charges for the integration — it’s part of your subscription.
You can try EasyEstimate free to build estimates and generate invoices, then upgrade to Professional when you’re ready to connect Xero.
Related Resources
- QuickBooks Integration — if you use QuickBooks instead of Xero
- All Integrations — overview of all available integrations
- Construction Invoicing Features — invoicing, payment tracking and more
- Construction Estimating Software — full platform overview
- Software Pricing — plans and pricing
Frequently Asked Questions
- How do I connect EasyEstimate to Xero?
- Go to Company Details in EasyEstimate, find the Xero section under Integrations, and click Connect. You'll be redirected to Xero to authorise the connection. The whole process takes less than two minutes and doesn't require any technical setup.
- What data is sent to Xero when I send an invoice?
- EasyEstimate sends the full invoice including all line items with descriptions, quantities, unit prices, VAT amounts and the customer's contact details. The invoice is created as a draft in Xero so you can review it before sending to your client.
- Does it create contacts in Xero automatically?
- Yes. When you send an invoice, EasyEstimate first searches Xero for an existing contact by email address or name. If a match is found, the invoice is linked to that contact. If not, a new contact is created in Xero with the client's name, email, phone number and address from the job.
- Can I send staged invoices to Xero?
- Yes. If you've set up staged payments on a job in EasyEstimate, each stage invoice can be sent to Xero individually. Each one arrives as a separate invoice in Xero with the correct line items and amounts for that stage.
- How does VAT work with the Xero integration?
- EasyEstimate sends invoices to Xero with the correct VAT treatment. If VAT is enabled on the invoice, line items are sent as tax-exclusive amounts with VAT calculated per line. If VAT is disabled, the invoice is sent as no-tax.
- Can I see the Xero invoice status in EasyEstimate?
- Yes. After sending an invoice to Xero, you can sync the status back to EasyEstimate. You'll see whether the invoice is draft, submitted, authorised, paid or voided — without needing to log into Xero.
- What if I already have the same customer in Xero?
- EasyEstimate searches Xero by email first, then by name. If it finds a match, the invoice is attached to the existing Xero contact. This prevents duplicate contacts in your Xero account.
- Is the Xero integration included in the free plan?
- No, the Xero integration is available on the Professional plan. You can create estimates and invoices for free, but sending invoices to Xero requires a paid subscription. See our pricing page for details.
- Can I disconnect Xero from EasyEstimate?
- Yes. You can disconnect at any time from Company Details. Invoices already sent to Xero will remain there — disconnecting only stops new invoices from being sent.
Ready to Get Started?
Join thousands of UK builders using EasyEstimate to create professional estimates and grow their business.