Create invoices in Xero based on Katana sales orders (SOs) with a single click.
Creating invoices in Xero from Katana
Once you’ve connected Xero to Katana:
A new Invoice column appears in the Sell screen.
Click Create invoice for any SO to generate a matching invoice in Xero.
The invoice status in Katana changes to Invoice created Xero.
Transactions are recorded in the Xero account you selected during the initial integration setup.
If your business uses multiple currencies, Katana sends the SO currency to Xero. Read more about multi-currency
Important:
Invoicing status cannot be reverted back to Not invoiced in Katana. To revert, delete the invoice in Xero (status will update in Katana within ~15 minutes).
Shipping fees are not yet supported.
All invoices created in Xero via Katana are tax exclusive.
Xero limits SKUs to 30 characters; SKUs longer than this will not sync.
Invoicing statuses
SOs in Katana show one of two statuses:
Not invoiced (grey) – No invoice has been created.
Invoiced (green) – All SO rows have been invoiced.
Clicking the invoice status in Katana takes you directly to the corresponding invoice in Xero.
Data mapping between Katana and Xero
Katana field | Xero field | Notes |
Sales order # | Reference | Katana SO number sent to Xero. |
– | Invoice number | Assigned automatically in Xero. |
Customer | Customer | Matched by email. If no match, a new customer is created. |
Bill to | – | Invoices don’t contain addresses; the billing address comes from Xero’s customer profile. |
Ship to | – | Shipping address also comes from Xero’s customer profile. |
Created date | Invoice date | Katana SO creation date is used as the invoice date. |
Delivery deadline | – | Not available in Xero. |
– | Payment term | Pulled automatically from Xero’s customer settings (or default if new). |
Line item | Line item | Products matched by SKU. If not found, created automatically in Xero. |
– | Description | Uses Xero product description if available; otherwise, Katana variant name. |
Quantity | Qty | – |
Price per unit | Unit price | – |
Tax % | Tax rate | Based on the tax mapping defined during integration setup. |
– | Account | Based on the sales account chosen during integration setup. |
Currency | Currency | - |
Discount | Discount | Sent as a flat amount in the order currency. |
Customer reference # | – | Not synced yet (planned for future). |
Deleting invoices
Invoices can only be deleted directly in Xero:
In Xero, go to Sales and locate the invoice.
Or, in Katana, click the Invoice created Xero status to open the invoice in Xero, then delete it.
Once deleted in Xero, the Katana SO status updates back to Not invoiced (may take up to 15 minutes).
Your feedback is invaluable. Let us know your thoughts on this article or anything in Katana you'd like to see improved: [email protected]