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# Use to.co with Xero

Last checked 2026-11-11

Connect your Xero organization to to.co, and the documents you trade with your partners on to.co move between their books and yours. Xero stays your system of record. to.co reads what it needs when it needs it and keeps only what it must to show you what happened. It adds to your books only what this article describes.

Connecting is free on every plan. Owners and Finance members connect and manage it.

## Connect Xero

Open **Integrations**, then **App connections**, and choose **Connect an accounting system**. Sign in to Xero, choose the Xero organization, and allow access. Xero then lists to.co under the apps connected to that organization.

to.co asks Xero for permission to:

- read your invoices, bills, credit notes, quotes, purchase orders and contacts;
- read your chart of accounts, tax rates and tracking categories;
- add bills, supplier credits, draft quotes, draft purchase orders, contacts, attachments and history notes.

If your connection was made before a permission was offered, App connections says **Reconnect to enable** and what it would add. Nothing is written until you reconnect.

## Between Xero and to.co: the switches

Each Xero connection has these switches under **Between Xero and to.co**. Each one is **on** until you turn it off, and each change is saved at once and recorded in your History.

1. **New requests for quote from trading partners become draft quotes in Xero.**
2. **Quotes you mark as sent in Xero go back on to.co.**
3. **When a customer orders a quote you sent from Xero, mark it accepted there.**
4. **Orders you send on to.co become draft purchase orders in Xero.**
5. **Invoices you approve in Xero for an order go back on to.co.**

Switches 2, 3 and 5 follow a draft quote, so they are shown only while switch 1 is on.

Automatic work acts for the person who last changed these switches, or else the person who connected Xero. If that person is no longer an Owner or Finance member, to.co stops and says so on the document. Turn the switch off and on again to act for yourself.

## When you sell

### A request for quote arrives

When a trading partner sends you a request for quote on to.co, to.co adds it to Xero as a **draft quote**:

- the customer is the contact you confirmed as that partner, or the one contact with its exact name, or else a new contact;
- each line keeps its description and quantity, at a price of zero;
- the request's number is the reference;
- its "valid until" date is the expiry.

Price it in Xero as you price any quote.

### You mark the quote as sent in Xero

Within about five minutes, to.co sends it on to.co to the business that asked, as your answer to its request. It goes with:

- your lines, prices, tax, expiry date and terms;
- your own notes (not the lines to.co wrote into the draft);
- your business details from your trading profile.

Xero gets a history note when it is sent, and another the first time the customer opens it.

Xero has no notification for quotes, so to.co looks every few minutes while a draft quote waits. Marking a quote declined in Xero sends nothing.

### The customer orders it

When the customer orders your quote on to.co, to.co:

- marks the quote **accepted** in Xero;
- puts the order number at the start of its reference, so an invoice you copy from the quote names the order;
- adds a history note naming the order.

On to.co the quote shows **Ordered**, with a link to the order. The quote itself stays exactly as you sent it and signed it.

### You invoice it in Xero

Approve the invoice in Xero (copy it from the quote, or make it any way you like). to.co sends it on to.co against the order, by itself, when the invoice clearly belongs to it:

- its reference names the order, the quote or the request; or
- the quote is marked invoiced in Xero and that customer has only one order waiting.

It goes with Xero's invoice number, so the invoice has one number everywhere, and with your lines, tax, dates, terms and payment details. Each line counts against its order line.

A draft in Xero is never sent. An invoice that does not clearly belong to the order is not sent by itself. Open the order on to.co: **In your books** lists your approved invoices in Xero for that customer, each with **Send against this order** for an Owner or Finance member. You may be asked to confirm it is you.

Xero gets a history note when the invoice is sent, and another the first time your customer opens it.

### Credit notes and payments

After the invoice has gone on to.co, to.co follows it for a year.

- **Credit notes.** A credit note you approve in Xero against that invoice goes on to.co against it, the same way. To be sent by itself, it must be allocated to that invoice in Xero, or its reference must name the invoice.
- **Payments.** What Xero says is paid on the invoice shows on to.co for you and your customer: **Part paid** with the amount so far, or **Paid**. Only amounts are shared, never your bank account, a payment reference or who paid. to.co never moves money.

to.co reads these when Xero tells it an invoice or credit note changed, and otherwise every six hours.

## When you buy

### You send an order

When you send an order on to.co, to.co adds it to Xero as a **draft purchase order** for you to approve:

- the supplier is the contact you confirmed as that partner, or the one contact with its exact name, or else a new contact;
- Xero gives it its own number, and its reference is your to.co order number;
- its lines are coded as you coded the request or the order, by account, tax rate and tracking.

If two contacts in Xero share your supplier's name, nothing is added. The order's page says so; confirm which contact is the partner under **Trading partners**.

### The supplier's invoice arrives

The invoice goes through your **approval and hold rules** on to.co first, like any invoice you receive. Then:

- your coding of the order carries onto the invoice;
- the draft purchase order gets a note naming the invoice;
- if you add your partners' invoices to Xero by yourself, or press **Add to Xero**, the bill is coded the same way.

When the supplier records a payment in its own books, you see it on the invoice too.

## In your books

Every document page has an **In your books** panel. It lists, newest first, what your books did with that document: draft quotes, quotes sent, orders, purchase orders, invoices, credit notes, bills, payments and notes. When something was not done, it says why in plain words, so you can fix it in Xero or finish it on to.co. When to.co could not send a document it made, it keeps it as a draft on to.co for you to finish.

**App connections**, then **Manage**, then **View log** lists every call to.co made to Xero and every action it took there. It shows what Xero said when it refused something.

## What to.co never does in your books

- It never sends anything from Xero, and never approves, pays or deletes anything there.
- It never changes a bill, quote or purchase order a person has approved.
- It never decides which order an invoice belongs to on the customer alone.

Everything it adds is a draft for you to approve, except where this article says otherwise: a quote marked accepted when your customer orders it, and history notes.

## Turn it off, or disconnect

Turn any switch off on **App connections**, and to.co stops doing that from then on. To disconnect Xero, choose **Manage**, then **Disconnect**. to.co erases its access key and asks Xero to revoke it. Documents already on to.co stay on to.co.