Accounting
Xero + TradesField
Every supplier in your Xero, verified before you pay them.
Most of your suppliers are already in Xero, you just don't know which ones are insured or whether their bank details are real. The moment a bill is authorised against a supplier, TradesField reaches out, collects their insurances and licences, validates their bank account against the BSB and account name, and writes the verified contact and its documents back to Xero. The account is checked before you pay it, lapsing cover is flagged not forgotten, and as compliance changes TradesField moves the contact between the Xero groups your AP team filters on. It works the other way too: approve a subcontractor in TradesField and the same verified contact appears in Xero. Self-serve through Xero's OAuth, scoped to contacts and attachments only.
How it works
A bill is the signal. From there, TradesField does the chasing and the checking, then writes the result back to Xero.
- 1
A bill is authorised in Xero
An authorised supplier bill (ACCPAY) is your signal that someone needs verifying. Drafts and voided bills are ignored.
- 2
TradesField contacts the supplier
It emails the supplier a request for the details you need, and chases until they respond.
- 3
Insurances and licences are collected
Certificates of currency and trade licences come back, get checked for expiry, and are tracked from then on.
- 4
The bank account is validated
The BSB and account name are verified before the supplier is marked payable, so a transposed digit or a fraudulent change never reaches your ledger.
- 5
The verified contact is written back to Xero
Created or matched by ABN, with bank, address and documents attached. No duplicates, and existing fields are left untouched.
- 6
It stays in sync
As cover lapses or a licence is revoked, TradesField moves the contact between the Xero groups your AP team filters on, so a lapsed supplier never gets paid by accident.
The same flow also kicks off when you drop a contact into a TradesField group in Xero, or approve a subcontractor in TradesField directly.
Why connect Xero to TradesField
Bidirectional, real-time, and scoped to contacts and attachments only. What your finance team gets out of the box.
- Validated bank details, not typed ones
TradesField verifies the BSB and account before approval. The account that lands in Xero is the one that's been checked, so you're not paying a transposed digit or a fraudulent change.
- No double entry
Vendor details are entered and verified once in TradesField, then created in Xero. No retyping, no transposed bank accounts between systems.
- Don't pay a non-compliant supplier
Compliance status drives Xero contact-group membership in real time. AP filters on the group before they cut a run.
- Onboard suppliers you're already billing
New contacts on authorised bills are detected and routed into onboarding, so your back catalogue gets verified without anyone chasing.
- Evidence lives with the record
Insurance, licence and bank documents attach to the Xero contact, not a folder someone has to go find.
- No duplicates, ever
Matching is by ABN, then email, then name. Existing contacts are reused and their fields left untouched.
- Read-only where it counts
Scoped to contacts and attachments. TradesField never touches invoices, bank feeds or payroll.
How to connect
Connecting Xero is self-serve through Xero's OAuth flow. No emails back and forth, no credentials to paste.
- 01Open the Integrations panel in TradesField
In admin settings, find Xero and click Connect. You'll be redirected to Xero to sign in.
- 02Authorise the connection in Xero
Sign into Xero, pick the organisation you want TradesField to write contacts into, and accept the requested permissions. TradesField only asks for access to contacts and attachments, not invoices, bank feeds, payroll or any financial transactions.
- 03Choose what flows in
Decide whether new suppliers are discovered from authorised bills, from contacts added to a TradesField group, or both, and whether discovered contacts get an automatic onboarding invite. Set a default vendor type for anything the integration can't infer.
- 04Approve a vendor
The first vendor you approve after connecting creates the first Xero contact. From then on, every approval creates or matches a Xero contact automatically.
TradesField checks Xero for a matching contact before creating anything. If one is found, the submission is linked to that existing contact so your books stay clean and duplicates stay out. The full matching behaviour is covered in the When the sync runs section above.
Onboard your next vendor in minutes, not weeks.
Walk through TradesField with our team, or jump straight into a 30-day free trial if you’d rather explore on your own.