Xero Integration
for Distributors
Your deliveries go out. Your invoices go in. Nobody types the same number twice.
EasyVend handles the orders, delivery runs and invoicing. Xero stays your accounting system. The integration connects the two so your books reflect what actually went out on the truck, on the day it went out.
Ask us about connecting EasyVend to Xero
Tell us how you take orders now and we will show you what changes. No obligation, no pressure
EasyVend is order management software for wholesale suppliers and distributors.
If your business takes orders from other businesses and delivers them on a route or a schedule, EasyVend runs that whole process. Orders come in, delivery runs get planned, drivers record what was delivered, and invoices are raised against it.
We work with businesses running a single delivery run and businesses running fifteen. Australian made, Australian supported, and built alongside distributors since 1983.
Explore the product
The gap between
the truck and the ledger
Most distribution businesses do not have an accounting problem. They have a handover problem.
Orders come in fine. Deliveries go out fine. Xero does its job. What breaks is the join between them, where a driver’s docket book has to become a line item in your accounts.
That gap is where quantities get transposed, where invoices sit unraised for a week, and where your cash cycle quietly stretches out.
Every hour your team spends turning paper into invoices is an hour they are not spending on customers.
From order to Xero,
without the retyping
The order arrives
Through your B2B ordering portal, which is your own branded ordering website where customers log in and order at their own pricing. Or through a sales rep, a recurring standing order, CSV import, EDI, or the office admin screen. Every channel lands on one live dashboard.
The delivery happens
Your driver works the run in MiniVend, our driver app that opens in any browser with nothing to install. They record what was delivered and capture a signature and photo as proof.
The invoice raises
Against a confirmed delivery, either immediately or in a batch. Your call.
You send it to Xero
One sync sends your invoices and payment receipts across in a batch. Run it daily, weekly, or whenever suits your rhythm. What used to be a full invoicing job becomes a couple of clicks.
What changes
in your week
- Invoicing that keeps up with delivery Invoice on the day the goods land instead of the following week. Your cash cycle tightens without chasing anybody.
- No double entry The same figures stop being keyed into two systems. That is the single biggest source of error in most distribution offices.
- Reconciliation in minutes Month end stops being an archaeology exercise. The sales data is already accurate and already there.
- Proof you can stand behind Signatures and photos captured at the point of delivery, attached to the order. Quantity disputes end quickly.
- Payments handled in one place Direct debit on the due date, card payment from the invoice screen, or customers paying from their own portal login. Receipts are recorded against the invoice and go across to Xero with everything else.
We do not replace
your accounting software
This is the first question most people ask, so here is the plain answer.
Bank feeds, reconciliation, BAS, payroll, financial reporting and your chart of accounts all stay in Xero, exactly as they are now. Your accountant keeps working in the file they already know, with no change to how they report.
EasyVend simply feeds it clean, timely sales data instead of a pile of dockets.
What flows into Xero:
Sales invoices generated from completed orders and deliveries
Payment receipts recorded against those invoices
Account mapping you confirm during setup, so revenue lands in the right place
What you keep control of:
You authorise the connection yourself through Xero’s secure process
EasyVend never asks for or stores your Xero login details
You can review or disconnect from Xero at any time
Synced transactions can be un-posted if something needs correcting
What distributors tell us
“I have used the Xero integration since the new EasyVend software was released. The benefits in regard to invoicing and receipting efficiency were evident immediately. My weekly invoice run now takes only 5 minutes provided the payments are reconciled and allocated in Xero through the week.”
“The integration between EasyVend and Xero is seamless and very easy to use. The support provided is the best, always helpful and they explain things adequately.”
Reviews from the Xero App Store
Accredited, and building
alongside Xero
EasyVend is Xero accredited, which means the integration has been reviewed against Xero’s own standards rather than simply bolted on.
We are also part of the Xero Developer Growth Program, so the integration is maintained and developed in step with Xero’s platform rather than left to drift.
Australian made. Australian supported. Built alongside distributors since 1983.
Built for route-based distribution
If you invoice the same customers regularly and deliver on repeat runs, the integration will do the heavy lifting.
We work with suppliers and distributors across:
Dairy
Bread & Baked Goods
Beverages
Packaged Ice
Water
Eggs
Packaging
Foodstuffs
Not on this list? Chances are we still have a solution. Distribution problems rhyme across industries.
Prefer MYOB? EasyVend integrates with MYOB as well, so your choice of accounting platform does not stop you fixing your order management.
What setup looks like
Connecting EasyVend to Xero takes three steps, and our team walks you through all of them.
- Authorise You connect your Xero organisation to EasyVend through Xero’s standard secure process.
- Map We confirm together which accounts in your Xero chart of accounts EasyVend posts to, so nothing lands in the wrong place.
- Sync You run your first synchronisation and check it against a real day before you rely on it. After that it is part of your normal routine.
Worth having ready:
- A Xero user role that allows you to connect apps
- Your chart of accounts and tax rates set up the way you want them
- Clean customer and product data, since clean data in means clean invoices out
- A cutover date if you are moving off another system
You keep running your current process until you are ready to switch.
Frequently Asked Questions
No. EasyVend handles orders, deliveries, proof of delivery and invoicing. Xero stays your accounting system.
Sales invoices from completed orders and deliveries, and payment receipts recorded against them.
You choose. The sync is run by you rather than on a fixed schedule, so you can send everything across daily, weekly, or whenever it suits. Most customers make it part of a regular routine.
No. Same file, same chart of accounts, same reports.
Synced transactions can be un-posted, corrected and re-synced.
No. Our team sets up the integration and walks you through it.
Yes.
It depends on how many customers, price lists and delivery runs you carry, so we give you a realistic timeframe once we understand your setup. You keep running your current process until you are ready to switch.
Pricing depends on which parts of EasyVend you need, since the system is modular. Our current plans are listed on our Xero App Store listing, and we will give you a straight figure for your business when we talk.
Neither, most likely. We work with distributors running a single delivery run and with businesses running fifteen. What matters more is whether you deliver to the same customers on repeat orders.
Stop typing your dockets into Xero
If your team is still turning paper into invoices by hand, the problem is not your accounting software and it is not your people. It is the missing layer in between.
Send us a few details and we will come back to you with a straight answer about whether EasyVend fits your business.
Prefer to talk it through? Call us on 02 9188 4470.