Connect Xero: WorkApproved help

Connecting Xero lets WorkApproved see the bills in your Xero organisation so it can send them for approval.

Nothing is approved until you also turn on approvals for a type of document. See Set up a workflow.

Before you start

You need to be a user of the Xero organisation, with permission to connect apps.
Administrators and auditors must set up two-factor authentication before they can open an organisation. The Secure your account step on the setup checklist takes you there. See Passkeys and two-factor authentication.

Steps

Sign in to WorkApproved. A new account starts on a Set up checklist.
Choose Connect to Xero on the "Connect a Xero organisation" step. You can also choose Organisations in the menu, then Connect to Xero.
Xero asks you to sign in and choose which organisations to share. Pick only the ones you want approvals for.
Xero shows what WorkApproved is asking to do. WorkApproved reads your bills, contacts and settings. When the last approver says yes, it approves the bill in Xero and attaches the certificate. Allow it, and you return to WorkApproved.
The organisation appears in your list as Connected. It may say Not updated from Xero yet for a short while as the first details arrive.

You can also start with Create account with Xero on the sign-up page, and later sign in with Sign in with Xero.

What you see afterwards

Open the organisation to see its overview: country, base currency, timezone, tax details, locked periods, tracking categories, contact groups and Xero users. The Connection panel shows when it was last updated from Xero, and Sync now refreshes it.

A bill dated inside a locked period cannot be approved in Xero. WorkApproved holds it and flags it, so it does not fail quietly.

If it says "Needs reconnecting"

Xero sometimes asks for permission again. Until an administrator reconnects, nothing is updated from Xero or approved for that organisation. An administrator opens the organisation and chooses Reconnect to Xero. Everyone else sees "Xero connection needs attention. Ask an administrator."

Disconnecting

Choose Disconnect from Xero on the organisation page, then Yes, disconnect. Bills stop being sent for approval until an administrator connects again. The approval history is kept.

One more job in Xero

Anyone who can approve bills in Xero can approve them there directly, around WorkApproved. In Xero, take the approve permission away from people who should not have it. The setup checklist has a step for this, Check who can approve in Xero. WorkApproved alerts the administrators if a bill is approved this way, but only afterwards. See Bypass alerts.

Connect Xero