Clarus WMS connects to Xero so operations and finance teams can keep order flow, stock movements and financial records aligned. Once connected, sales orders processed in the WMS are passed through to Xero in a structured way, allocation is controlled by quantity inside the WMS, and shipment details, tracking references and inventory positions can be reflected for finance. Label data and sales order line information remain consistent between systems. Setup is simple, no third-party middleware or custom coding is required.
What Are WMS Integrations with Xero and How Does Clarus Support Them?
A WMS integration with Xero links day-to-day warehouse activity to your accounting records. The goal is predictable reconciliation, orders in, controlled fulfilment in the WMS, then the financial view in Xero stays up to date with the items you shipped and the stock you hold.
Clarus WMS supports this model in a clear, dependable way:
- Sales order pass-through from WMS to Xero
Orders you process in the WMS are represented in Xero using standard documents, for example invoices and credit notes aligned to the lines and quantities you fulfilled. This keeps finance close to operational reality. - Allocate by quantity in the WMS
Teams allocate stock at order or line level before picking begins. The quantities you commit and ship become the quantities that flow into Xero for billing and stock valuation. - Label data and sales order line information shared
Line-level context and the data used for labels are preserved so documents and references in Xero match what was actually packed. Tracking numbers can be stored alongside the relevant transaction using notes or custom fields as appropriate. - Orders, tracking and inventory sync after connection
Post-connection, key order outcomes, tracking references and inventory positions from the WMS are available to Xero so finance can reconcile shipments, revenue and stock on hand without manual rekeying.
The result is a warehouse-first workflow that keeps your financial records accurate without adding operational friction.
How Does Clarus Manage Order and Inventory Syncing with Xero?
Clarus WMS focuses on the essential paths that keep operations and finance in step.
Inbound to Clarus WMS
- Sales orders arrive in the WMS from your sales channels as usual, with customer details, delivery information and line items with quantities.
- Operational status is visible in Clarus so teams can stage allocation, picking, packing and despatch.
Within Clarus WMS
- Allocation by quantity reserves what you plan to ship.
- Picking and packing confirm exactly what was fulfilled at line level.
- Label generation uses the same line context you will reference in finance.
Outbound to Xero
- Order outcomes are passed through as invoices or credit notes that mirror the shipped lines and quantities.
- Tracking references and despatch identifiers can be written to invoice notes or custom fields so finance and customer service can cross-reference shipments.
- Inventory signals from Clarus provide the figures finance needs for stock movement and valuation, aligned to fulfilled quantities.
This keeps both teams working from one source of truth, operational in the WMS and financial in Xero.
Is Any Development Work Needed to Set Up WMS Integrations with Xero?
No coding is required for a standard deployment. The Xero connection is provided natively in Clarus WMS. You authorise the connection with your Xero tenant, select the appropriate accounts, tax treatments and item mappings, then begin syncing. There is no external middleware to host.
What’s the Fastest Way to Connect WMS to Xero?
Setup follows three straightforward steps:
- Connect your Xero organisation to Clarus
Authorise Clarus WMS and confirm the permissions for reading items and posting transactions. - Orders, tracking and inventory begin syncing
As you process shipments in Clarus, the corresponding documents and references become available in Xero, and inventory positions reflect the movements recorded in the WMS. - Manage everything from one dashboard
Continue to allocate by quantity, pick, pack and label in Clarus. Finance reviews and reports from Xero with consistent line-level detail.
No third-party middleware or custom scripts are required.
How Does the Integration Handle Labels, Tracking and Shipment Updates for Xero?
While Xero is not a shipping platform, it is often the system of record for customer documents and reconciliation:
- Label data alignment
The label data that sits with WMS order lines can be referenced against Xero documents so the items, services and quantities match exactly. - Tracking and references
Shipment and tracking references can be written to invoice notes or custom fields so finance has a direct link to despatch details during reconciliation and queries. - Line-level accuracy
The lines you pick and pack are the lines that appear on the financial document, which simplifies crediting, partial shipments and reporting.
Can the WMS Allocate Stock by Quantity for Orders That Flow to Xero?
Yes. Allocation by quantity happens in Clarus before work reaches the floor. You can allocate entire orders or specific line quantities based on availability and priority. The quantities you actually ship are the quantities that flow into Xero for billing and stock movement. This reduces corrections and avoids manual adjustments later.
What Operational Visibility Do I Get When Connecting WMS and Xero?
Operations teams work from Clarus and finance works from Xero, with shared fidelity:
- Unified order board in Clarus for in-progress and shipped orders.
- Stock views showing available, allocated and on-hand quantities.
- Exception visibility for orders that cannot be fully allocated so you can replan promptly.
- Finance alignment as invoices and credits in Xero reflect what was fulfilled, with shipment and tracking references available for customer service.
Any time saving will vary by organisation, treat figures as estimates unless confirmed, however teams typically reduce duplicate entry once the integration is live.
How Does Inventory Synchronisation Work Between the WMS and Xero?
Clarus WMS treats the warehouse as the source of truth for stock on hand and movements. When you pick, pack, receive or adjust, the WMS records the movement and updates inventory positions. These positions can be reflected in Xero so valuation and reporting stay aligned with what is physically in the warehouse. If you operate multiple locations, Clarus can track by site and reflect location-specific figures where configured.
What Data Is Exchanged Between Xero and Clarus WMS During the Order Lifecycle?
The integration focuses on the fields teams use every day:
- From the WMS to Xero
Invoices and credits aligned to shipped lines and quantities, customer details, order and shipment references, tracking numbers stored in notes or custom fields where you choose, and inventory signals for stock movement and valuation. - From Xero to the WMS
Item catalogues and accounting settings required for correct posting, such as accounts and tax treatments, so documents created from WMS activity conform to your finance rules.
By concentrating on these fields, the flow stays predictable and easy to support.
Are Partial Shipments and Pre-Despatch Changes Supported?
Yes. You can allocate and ship available quantities by line in Clarus, then complete the remainder later. The WMS will pass the fulfilled quantities to Xero so documents reflect what actually shipped. If order details change before despatch, for example a quantity adjustment, Clarus will show the update so you can ship accordingly and post accurate lines to Xero.
How Do I Operate Day to Day Once WMS and Xero Are Connected?
- Review incoming orders in Clarus and prioritise using allocation by quantity.
- Pick and pack using your configured workflows and scanners where used.
- Label and despatch with accurate line context.
- Post to Xero automatically as shipments complete, with references and tracking available to finance.
- Reconcile in Xero using the documents and stock positions that mirror warehouse activity.
This keeps operational control in the WMS while giving finance the documents they need without rekeying.
Implementation Considerations for Technical Buyers
The integration is delivered natively to reduce moving parts. There is no separate integration vendor to manage and no middleware to maintain for a standard setup. Access control and environment separation follow your governance. You can connect a test Xero organisation first, verify document posting and mappings, then connect live.
For reporting, Clarus provides operational dashboards for orders, inventory and despatch. Xero remains the source for financial statements, revenue recognition and tax. If you maintain a data warehouse, you can export from both systems for combined analysis without duplicating logic.
Want a WMS That Integrates Directly with Xero?
Connect your Xero organisation to Clarus WMS, let orders, tracking and inventory signals sync, and manage fulfilment and finance with shared accuracy. If you would like to see the flow end to end, request a demo and we will walk through connection, allocation by quantity, posting to Xero and reconciliation.
FAQs
What data syncs between the WMS and Xero?
Invoices and credits that mirror shipped lines and quantities, order and shipment references, and tracking numbers stored in notes or custom fields where configured. Item and posting settings can be read from Xero so documents post to the correct accounts and tax codes.
Can I allocate inventory before sending orders to finance?
Yes. Allocation by quantity is performed in Clarus. The quantities you ship are the quantities that post to Xero, which reduces adjustments.
How often do updates sync between systems?
Documents and references are posted as shipments complete, and inventory signals follow fulfilment events. Exact intervals can be set to meet your governance and reporting needs.
Do I need a developer to manage the integration?
No. The connection is configured in the Clarus UI. You authorise Xero, choose accounts and mappings, and start syncing. No third-party middleware or custom code is required for a standard setup.
What happens if order details change after syncing?
If quantities change before despatch, ship the updated quantities in Clarus. The posted documents in Xero will reflect what actually shipped. If a correction is needed after posting, the WMS supports crediting the difference so finance remains accurate.