...
Here is the Salesforce to Xero help documents https://support.onesaas.com/hc/en-us/articles/115001162023-Salesforce-and-Xero-Integration-Guide
Salesforce to Xero
Invoices
Creating of Invoices in Xero starts off looking like it's quite customisable - but looks are deceiving, it's not actually very customisable at all. There are a few options for how to choose which Xero Statuses are set, which Customers are used and how Products are handled.
There is a concept of a Paid sales invoice - not sure how that translates to Opportunities. Turns out it doesn't seem to at all. There is no concept of a "Paid" Opportunity, and there are no customisations allowed, so there is really no way of setting anything different for paid or unapaid opportunites as different statuses in Xero.
Filtering
How on earth did I miss this first time around - see that tiny tiny funnel icon?
...
Products can't be filtered!
Tax
When it come to tax, things are again limiting.
...
It seems that the Salesforce Country Tax or Foreign Tax is set based on the Country of the Account. I wonder in what sort of business you would have to be to have every transaction created for every Australian company as one tax rate and every transaction created for any company outsite of Australia as another tax rate - and absolutely no variation from that? I just had another client change their whole project management system becuase the invoices generated from it would not allow individual line items to be ex GST or inc GST, so they had issues when exporting and importing the invoices to their Accounting System.
Daily Summary
OK, this is a nice option - you can post one transaction of a daily summary from Salesforce to Xero. This might be good IF a) you could guarantee that your payment gateway had exactly the same definition of day as OneSaas does, and b) there are NO other transactions entered into Salesforce at all other than transactions that go through your payment gateway. Not sure this would ever be a valid scenario. The Daily summary option is only avalable on the Unlimited Plan.
Account Codes
Oh, finally some customisation. You can set a default Account Code OR you can define which Account Code is used based on some text in the Line Item. This is good! It works based on details entered in the Description field in the Salesforce Opportunity. Finally something good, and customisable!
It creates these weird codes in OneSaas that you can't seem to change - well you can, but they would probably just be re-created. But it does get through to Xero fine.
Customisations
NOTE: OneSaas does NOT support any customisations or any custom fields of any sort. See https://support.onesaas.com/hc/en-us/articles/115000983166-Preparing-your-CRM-system-for-integration. I don't know of ANY Salesforce implementation that I have done that has a standard Salesforce setup for Opportunities. Plus there is NO WAY to configure OneSaas to ONLY sync say Opportunties of RecordType.
...
| Warning | ||
|---|---|---|
| ||
Just to be clear here - with OneSaas having no customisations available and with the lack of the ability to filter any Opportunities. OneSaas is an ALL or NOTHING option. It means that EVERY Opportunity set as Closed Won in Salesforce must have the same
So, if you have some Invoices that are Inc GST and some that are Ex GST or some that need to go to one bank account and some that need to go to another bank account, you just can NOT use OneSaas. It is so disappointing that this product is so limiting. There is the ability to have different line items go to different account codes, so that is useful at least. The good news is that there is apparently a lot more you can do with filtering if you use products. But for small NFP's, donations don't have products. |
Xero to Salesforce
- You can udpate Contacts in Salesforce if they are updated in Xero. Basically I don't want my Xero Accountants updating data in Salesforce. I would not turn this on.
- You can create an Opp in Salesforce if an Invoice is created in Xero. Use with caution - try and have one process for everything. Create the Invoice in Salesforce always!
- You can update Products in Salesforce if a Product is created or Updated in Xero - again, use caution. If Salseforce is your single source of the truth, then make sure they are only created in Salesforce.
- You can swap Billing and Shipping Address - due to this https://support.onesaas.com/hc/en-us/articles/202798190-TroubleShooting-Xero#swap
- You can get Xero to create Invoice numbers - cool, but will that update back to the Opp? Again, I think let Salesforce create the Invoice nubmers, and have a different Invoicing Number sequence than Xero usually uses.
- You can set a default due date, which is good for some transactions, but again this obsession with OneSaas that every transaction coming from Salesforce is exactly the same and every customer they deal with sells Products through Opportunities.
- It does NOT, however, update Salesforce to say that the Invoice has been paid!
Mapping
(for Opps without products, Inc GST)
...
- I just don't see the benefit of having another third party system to store all this valuable information in. I just don't like the concept of having all my data in yet another system - in OneSaas. I would prefer it to be a direct sync. Especially with all the privacy implications surrounding data these days - it just connects to your Salesforce and downloads ALL your contacts - no matter whether you have ever had a transaction with them or would ever likely have a transcation with them,.
- One way around this is to set up Sharing Rules on your Accounts and Contacts with your Integration User to ensure that only the Accounts and Contacts, and only the fields you absolutely need are even visible to the Integration. But what if you are an NFP with no money and need one Integration account to do multiple integrations. That might not be viable.
- There is tags created on Organization records in OneSaas by default and the Account RecordType gets created as a Tag, as well as say a Xero Supplier. You can at least filter which Xero Contacts get created in Salesforce by filtering on Tags. There does note seem to be a way to filter Accounts get created in Xero, but would that then limit transactions from being created, so it's probably not wise to filter them.
- Now there is NO detailed restrictions on what access you give to your Xero via the API, it's all or nothing. This is another important reason to ensure that you are NOT creating Account and Contact data in Xero unless it is absolutely necessary. It is just a risk for extra places that could be open to a data breach (here's hoping it never happens though).
- It needs to PULL all Accounts from Salesforce into OneSaas, then all Contacts from Xero into OneSaas to work out which ones are duplicated. I really just don't get this. The customer knows more about their data than anyone, so if they say that ONLY these Accounts will ever be Invoiced, then allow me to only sync those Accounts - not EVERY account in the system by default.
There are buttons in OneSaas like Merge Duplicates. I don't WANT anyone to be looking at or editing the data in any system other than Salesforce. I just don't need the whole extra system to manage.
It brings ALL your Chart of Accounts into OneSaas. As an Accountant do you really want that mess anywhere else other than tucked away in your Accounting System (and no, don't try and tell me you have seen a perfectly structured, neat, Chart of Accounts!).
- There is NO logging back to Salesforce to show that the invoice has been processed to Xero. For Sales reps that have no login access to OneSaas and Salesforce, there is NO feedback to them that their client has got the invoice. Not cool.
- You could even delete the Opportunity in Salesforce and it is still in Xero.
- When looking at the contact record in OneSaas you can't see the related invoices.
- No way to use other than the default branding of your invoices in Xero - that would be OK if you are never sending invoices from Xero though.
- There is NO WAY to pull Opps into OneSaas based on different criteria - only All Opps after the date specified are synced. I asked OneSaas specifically about this in 2014 when they were creating their new App. It's 2018 and there is STILL no way to do this.
- Beware of Contact Duplicates! https://support.onesaas.com/hc/en-us/articles/202798190-TroubleShooting-Xero#contact
- Don't change your invoices in Xero! https://support.onesaas.com/hc/en-us/articles/202798190-TroubleShooting-Xero#Update
- I don't have products, I don't want to use Products but on the first sync it has an issue that I don't have a default price book enabled. I don't want or need a price book enabled!
Recommendation
- If you have a very straightforward setup and all opportunities need to be created as invoices and you have a very hands-on accountant who will keep on top of things and your accountant is not so worried about how things are created in Xero, then sure, use OneSaas. But I have NEVER seen a Salesforce set up like that. So in all honesty I STILL can not recommend OneSaas. There seems to have been only very minor updates since 2014 and still nothing to handle Xero Tracking Codes. This is really not acceptable.
- I would also recommend creating the Invoices in Salesforce so the Sales team has control over sending the invoices to the Client.
...