1. To do the integration
1. To do the integration
Log in to DataGrows
Click on the Settings button at the bottom of the left navigation.
Click on Xero Integration.
NB: This has nothing to do with the system that your clients use. We want to connect the data from the profile your firm uses to invoice for your services.Enter the login details you use to log into your accounting software. If you get an error trying to log in, try logging in to Xero first to confirm your username and password, then come back to DataGrows and complete the same login to continue.
Click on “Connect to Xero” and follow the prompts. The profile you selected should display on the screen. Repeat the above until all your companies or tenants are connected
Once you are done, click My Databases in the left navigation to return to your home screen.
2. Connect the integration to your firm
2. Connect the integration to your firm
This will help keep all clients connected to the relevant firm and lay the foundation for automated billing should you decide to use it later.
To connect to a firm:
Go to Accounting CRM → Setup & Integrations → Setup – Firm Settings
Click on the first firm that you want to connect to Xero.
Scroll all the way to the bottom of the form and complete the
Firm Invoice Details section and the
Accounting System Company sections.
This does not activate any billing; it only enables us to pull through the correct Item lists or Accounts.
Within the Invoice Type dropdown, choose between the item list or accounts depending on your preference for raising invoices:
Accounts (refers to GL Accounts in Xero)
Or Item List
Then select Xero from the Accounting System dropdown, then select your Firm’s Company or Tenant from the list that appears.
Save & Close
We can now import your clients from Xero. To do this:
Check the checkbox to the left of each of your firms
Go to Actions - Import clients from Xero
Imported Accounting System clients are placed in a holding table called “Accounting System Clients”, where you can verify the information before adding them to your Client table.
To access this, go to Setup & Integrations – Integrations – Accounting System Clients
Here you will see all your clients’ information, including the primary contact name, email address, mobile number, VAT number, and addresses.
3 Assign entity types
3 Assign entity types
The next step is to ensure that each entity or client has an entity type.
DataGrows automatically assigns entity types during the import, where possible, based on suffixes (e.g., Pty Ltd, CC, Inc, NPC). Individuals cannot be inferred correctly.
To display clients without entity types:
You should still be in Setup & Integrations – Integrations – Accounting System Clients
Click on Filter below the table heading: Entity Type→ Equals → (Blank)
Now you can select multiple records and Bulk Assign Entity Types. To do this:
Use the selection checkboxes in the left column to select multiple records
Go to Actions. Then select 'Set Entity Type' for the desired entity type.
Recommended Order: Start with companies, then move to natural persons. For natural persons, there is no functional difference between 'individual' and 'director', these are indicators for internal use.
If there are clients that you no longer service, and do not want to add to DataGrows, check the checkbox to the left of the client record, then go to Actions - Delete Selected. This will not remove them from Xero. We recommend marking them inactive in Xero when you have time.
4 Add clients to the client table.
4 Add clients to the client table.
Once there are no more blank entity types, you can insert all Accounting System clients into your Clients table.
To do this:
Clear the filter you set up above, and ensure your Rows per page is set to the highest number in the bottom right corner.
Select all clients by checking the column heading Selection square on the left of the table
Go to Actions – click “Insert to Clients Table”
These videos explain more, or book an onboarding session if you need assistance.