Reconciling Payments with Xero

Once Xero is connected, the Reconciliation page gives you a manual pull, match and push loop: bring your Xero bank activity into Printforge, line each transaction up with the invoice it paid, and send the payment plus a PDF copy back to Xero so the books tie out. If you haven't connected Xero yet, start with Setting Up Xero Accounting Sync first — this guide picks up from there.

Opening the reconciliation page

You'll find Xero Reconciliation in the sidebar once Xero is connected. It's an admin-only workspace, laid out in two panels: Bank Transactions on the left and Invoices on the right.

Pull transactions from Xero

Click Pull Transactions (top right). Printforge fetches your Xero bank transactions and your bank-feed statement lines from the last 12 months into a local cache, so matching stays fast and doesn't hammer the Xero API. A banner confirms how many were pulled.

Use the filter pills to focus the list:

• All — everything pulled
• Unmatched — not yet linked to an invoice
• Matched — linked, but not yet pushed
• Pushed — already sent back to Xero

Re-pulling is safe: transactions you've already matched keep their amount and date, so a fresh pull won't disturb a confirmed match.

Match a transaction to an invoice

On any unmatched transaction, click Match. The right panel becomes an invoice picker showing your Paid Printforge invoices, sorted so the closest amount is at the top. Any invoice whose total is within a cent of the transaction is flagged with an Exact match badge. There's a search box if you'd rather find one by number, client or amount.

Click the right invoice to link it. If the amounts don't line up exactly, Printforge still lets you match but shows an amount-mismatch note so nothing slips through unnoticed. Made a mistake? A matched transaction shows an Unmatch button — as long as it hasn't been pushed yet.

Push the payment back to Xero

When a transaction is matched, click Push to Xero. Printforge then:

• Makes sure the invoice exists in Xero — reusing it if it's already there (matched by invoice number, so you never get duplicates)
• Records a payment against it, using the bank transaction's amount and date
• Attaches a PDF copy of the invoice to the Xero record

The payment uses the actual bank amount by design, so it always reflects what really hit the account. Once pushed, a transaction is locked — you can't push it twice or unmatch it. Voided invoices can't be pushed at all.

Xero revenue in your P and L

In your Xero settings you can switch on Include Xero revenue in P and L. When it's on, paid invoices that live only in Xero show up as a separate revenue line in your Profit and Loss report. Anything that also exists as a paid Printforge invoice (matched by number) is left out, so the same sale is never counted twice.

What you need and good to know

• Reconciliation is a Scale plan feature and is limited to admin users.
• The pull covers bank statement lines from the last 12 months and needs Xero's Finance API permission for the full bank-feed view.
• Only Paid Printforge invoices can be matched.
• Pulling and pushing are rate-limited (pushing calls the Xero API), so give it a moment between runs.
• This page is the only manual pull-and-match loop — the regular background sync pushes your invoices and contacts to Xero automatically but does not reconcile bank transactions for you.