How to Manage Xero Subscriptions Invoiced Separately from Accounting Fees in XPM

If you hold Xero subscriptions on behalf of your clients and invoice this subscription to clients separately to their accounting fees then these invoices only need to be managed in Xero. There is no need to set up jobs in XPM to send these subscription invoices to.   This method is as easy as creating recurring subscription invoices in Xero to automatically send to clients on the appropriate subscription basis (annually or monthly).  No job number or client order number is required in the reference field as we are not sending these to a specific job in XPM. 

An invoice created & approved in Xero that does not contain an XPM job number will flow through to XPM as a miscellaneous invoice under the client contact. Miscellaneous invoices do not show up in the WIP ledger for that client.  WIP is only counted as invoices or time against a job.

If you have been creating jobs in XPM for subscriptions invoices to sync to then these will be showing on your WIP ledger as negative WIP and understating your WIP balance.  To resolve this you can simply follow the process below:

1. Remove the job number or client order from the reference in the repeating invoice.
2. Complete a WIP wash up to wash up the negative WIP against the subscription costs entered under the job.
3. Mark the job as completed to archive the job.
4. Remove the repeating Xero subscription job from XPM.

If your Xero subscriptions are invoiced as part of their accounting fees then please check out our guide on managing Xero subscriptions against fixed price jobs in XPM.