If you’re using Xero and you’ve recently merged contacts, you might notice something odd: your invoices still appear linked to the original contact in certain integrations or reports. Despite everything looking correct on Xero’s user interface, behind the scenes, something is off. If you’ve encountered this scenario, you’re not alone. This behaviour is a known characteristic of Xero’s platform, and understanding why it happens—and how to address it—can save considerable time and confusion.
Why doesn't merging contacts in Xero fully update invoices?
When you merge contacts in Xero, the platform does an excellent job visually. On your screen, the invoice correctly displays the merged contact’s details. However, beneath the surface, Xero doesn’t update the actual underlying invoice records. Essentially, the invoice still “remembers” the original contact it was initially associated with.
This discrepancy arises because Xero doesn’t update the internal “last updated” date of the invoice when a contact merge happens. Integration tools like Connectorly rely on this “last updated” date to synchronise records between Xero and reporting platforms like Power BI. Since the date isn’t updated, Connectorly doesn’t recognise the invoice as changed, meaning it doesn’t fetch the latest data.
What exactly is happening behind the scenes with Xero invoice records?
Connectorly and similar integration solutions operate by polling Xero’s API for changes based on timestamps. They look specifically for records that have had their “last updated” timestamp changed since the last synchronisation. Ideally, any action taken on a record in Xero—such as updating contact details, invoice items, or merging contacts—should reflect a fresh timestamp.
However, Xero’s current behaviour means that merging contacts doesn’t trigger this timestamp update for related records. Although the visual representation is updated, the timestamp remains static, leaving integration platforms unaware of the change.
How to force invoices to reflect merged contacts in Xero correctly?
The solution, although manual, is straightforward. You need to refresh each invoice individually. Here’s how:
Open the affected invoice in Xero. Make a minor, inconsequential edit—for example, add a space or a punctuation mark in the description field. Then save the invoice. Doing this simple step prompts Xero to update the invoice fully, refreshing the “last updated” timestamp.
Once you save this minor edit, Connectorly recognises the change during its next scheduled sync. After this sync completes, your integrated platforms and reports, such as those in Power BI, will finally display the correctly merged contact details.
Are there plans for Xero to change invoice update behaviour?
At the moment, Xero considers this as an intentional feature, not a bug. Therefore, this manual intervention is the officially recommended workaround. Understanding and incorporating this step into your routine is key to maintaining data accuracy across your integration tools.
How Connectorly helps manage Xero integration effectively
Connectorly remains a powerful tool for integrating Xero and Power BI, streamlining your reporting and analysis processes. While it cannot automatically correct Xero’s internal contact merging behaviour, Connectorly provides clear guidelines and practical steps to manage these edge cases. Regularly performing the simple refresh procedure outlined above ensures your data remains consistent and reliable.
To make your data integration journey smoother, explore additional resources on:
- Xero & Power BI Integrations
- What is Connectorly for Xero and Power BI?
- Getting Started with Connectorly Templates
- Connectorly Onboarding
By understanding these nuances and knowing how to navigate around them, you can maintain accurate, consistent, and useful data integration. Remember, data accuracy isn’t just a technical necessity; it’s essential for informed business decisions, precise reporting, and strategic planning. With Connectorly, you’ll always have the clarity and practical guidance you need.
