Xero Integration

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Xero Integration is the itemit PowerUp that connects your asset register to the Xero fixed asset register. It works by linking a workspace to one Xero organisation, syncing an item to Xero from its profile to create or update the fixed asset there, and reading the accounting figures back onto the item. The main use cases are getting new purchases onto the books, seeing what an asset is worth in the accounts, and keeping operations and finance on the same list. Common features include one-click sync per item, the Xero asset status on the item (Draft, Registered or Disposed), book value and asset life read from Xero, and admin-only control. The key benefit for Xero asset management is that depreciation stays in Xero under your accountant's policy while operations sees the result on the asset.

The Problem

The asset register the operations team maintains and the fixed asset register the finance team maintains are built from different data at different times. Reconciling them is a manual exercise before every year end, and the two are out of step again within weeks.

The Solution

Assets reach Xero without being retyped, and the accounting figures come back to the item, so whoever is looking at a piece of equipment can see both what it is and what the books say about it.

In Action

A finance manager syncs a newly purchased forklift from itemit into Xero. It appears as a draft fixed asset with the right purchase price and serial number, and once the accountant registers it, the forklift's profile in itemit shows its book value and remaining asset life.

Key Features

Connect one Xero organisation per workspace, with each workspace managing its own connection
Sync an item to Xero from its profile, creating or updating the fixed asset there
Send asset name, serial number, purchase date and purchase price across to Xero
See the Xero asset status on the item: Draft, Registered or Disposed
Read purchase price, accounting book value and asset life from Xero onto the item profile
Depreciation stays in Xero under your accountant's policy, rather than being duplicated in itemit
Admin-only, so the accounting connection is not exposed to every workspace member
Disconnect the organisation at any time from the PowerUp settings

Use Cases

📊

Getting new purchases onto the books

Equipment is bought, tagged and put to work long before anyone tells finance about it. Syncing from itemit closes that gap at the point the asset is created.

Create the asset in itemit when it arrives, with its serial number and purchase price
Sync it to Xero, where it lands as a draft fixed asset for the accountant to register
The item profile shows its Xero status, so operations can see it has been picked up

🔍

Answering what an asset is worth on the books

Operations teams are regularly asked for a book value they have no way of seeing, and end up emailing finance for a figure that is already recorded.

Book value and asset life are read from Xero and shown on the item
Purchase price and purchase date sit alongside them for context
No second depreciation calculation to reconcile, because Xero remains the source

🏢

Keeping separate entities separate

Organisations running several workspaces for different sites or companies need each one pointing at its own set of books.

Each workspace connects to its own Xero organisation
Connections are managed per workspace, not shared across the account
Only workspace admins can connect, sync or disconnect

Integration with itemit

Requires a Xero organisation with the fixed assets feature. One Xero organisation per itemit workspace, and admin access to set it up.

Frequently Asked Questions

You connect a workspace to one Xero organisation through Xero's own authorisation flow. After that, each item in itemit can be synced to Xero from its profile, which creates or updates the matching fixed asset there. itemit then reads the asset back and shows its Xero status, purchase price, book value and asset life on the item.

No, and that is deliberate. Depreciation is calculated in Xero, using the method and rates your accountant has set on the fixed asset. itemit displays the resulting book value and asset life on the item profile. Running a second calculation in itemit would only produce a figure that disagreed with your accounts.

Asset name, serial number, purchase date and purchase price go from itemit to Xero when you sync an item. Coming back, itemit reads the asset status, purchase price, book value and asset life for display. Last-seen and scan history are not sent to Xero.

Not currently. Syncing is done per item from the item's profile, so an existing register is brought across as you work through it rather than in a single bulk operation. If bulk onboarding matters to you, tell us, because it helps us prioritise.

Workspace admins only. The Xero PowerUp is admin-only, so the connection, the sync and the disconnect are all restricted. Other members of the workspace see the Xero figures on an item but cannot change the connection.

It uses Xero's official OAuth 2.0 authorisation, so itemit never sees or stores your Xero password. You can disconnect from the PowerUp settings in itemit, or revoke itemit's access from within Xero, and the connection stops immediately.

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