Head Contract Claims to Xero: Invoices That Arrive Ready to Send

Push a Head Contract claim to Xero and the invoice used to arrive as a hollow draft: no due date, no account, no tax, no job, blank reference. Someone had to open Xero and rebuild it by hand before it could be sent, on every claim. Now the invoice comes through complete and formatted the way your client asked for it. You review and send. That's it. What's now filled in on every push Due date. Shows on the invoice. If a claim doesn't have one, Deep Space works it out from the claim date plus your payment terms and writes it back, so both systems agree. Account. Set to Sales (200). Tax rate. Set to GST on Income, so GST is calculated and added on top. Job. The job or tracking you mapped now appears against the line. Reference. Carries your client's PO number and project details, in whatever format your client asks for (for example, a project name plus PO and project number). Invoice number. You can now let Xero generate the invoice number and have it flow back into Deep Space automatically. One-time setup (a few minutes) In the Deep Space web app, go to Manage, then Finance Integrations (the Xero settings page). You'll find three settings. Sensible defaults are already in place, so you can leave them as they are. Default Revenue Account. Already set to Sales (200). Only change it if your sales income should land in a different account. Default Revenue Tax Type. Already set to GST on Income. Leave as-is. Pull Xero Invoice Number to Deep Space. A simple on/off switch. On means Xero creates the invoice number (for example, INV-0835) and it appears back in Deep Space. Off (the default) means Deep Space keeps using the claim number as the invoice number. Click Save on whichever ones you change. These apply to every future push. Filling in client details (optional, per claim) Open any Head Contract claim. There's a new tab called Client Claim Details, with a blue note explaining it's optional and only used when you fill it in. Type in whatever applies for that claim: Client Project Name, Client Project Number, Client PO #, and Client Site ID (only needed for some clients). As you type, you'll see a live preview of exactly what the invoice Reference will say. None of it is required. Leave it blank and the claim still pushes fine, with the reference falling back to the contract name. Click Save on that tab. What you'll see on the next push Push the claim to Xero as you normally do. The Xero invoice will now show the claim's due date, 200 - Sales as the account, GST on Income (with GST added on top), your mapped job, and your client PO or project details in the reference. If you switched on invoice numbering, it also carries Xero's number. If you turned on Pull Xero Invoice Number, Xero's number is written straight back onto the Deep Space claim. You'll see it on the claim header (a small "Xero #" tag) and inside the Client Claim Details tab, so both systems always match. A couple of things to know Everything above is optional and safe. If you set nothing, invoices still push, just with the sensible defaults (Sales 200, GST on Income). Nothing you had before is lost. The account defaults to Sales (200). If your Xero happens not to have that exact code, Deep Space still creates the draft (just without the account) rather than failing. Sending the invoice by email to your client's accounts inbox can still be done in Xero for now. Deep Space prepares the invoice, you review and send.