Avoid manually editing invoices in Xero when using automatic payment and fee posting

What this Means

If you rely on the app to automatically post payments and fees to Xero once your Shopify orders are paid, do not manually edit the invoices in Xero.

Manual edits — such as adding payments, changing line items, or applying batch payments might prevent the app from updating the invoice later when Shopify sends through the payment. As a result, your invoices may remain stuck as unpaid in Xero, even though the order has been paid in Shopify.

Why this Happens

To avoid overriding your manual changes, the app will not update an invoice in Xero once it detects that the invoice has been edited manually. This is a safeguard to protect your accounting data.

The downside is that automatic payment posting will no longer work for that invoice, and you will need to either:

• Manually allocate the payment in Xero, or
• Undo the manual edit and repost the order manually.

Who this Applies to

This applies to users who rely on the app to automatically post payments and fees to Xero once an order is paid in Shopify.

This does not apply to users who only use the app to post invoices across to Xero and handle payments and fees manually or through another method.

Recommended Practice

• Let the app handle invoice creation, payment and fee posting end-to-end.
• If you need to make changes to an invoice, do so in Shopify order or through the app where possible, rather than directly in Xero. Then repost the invoice in Dashboard - Orders.
• If a manual edit is unavoidable, be aware that you may need to manually allocate the payment and fee in Xero