Jun 4, 2026
How to Set Up a Xero-Connected Wholesale Ordering System
If your wholesale orders live in one place and your invoices live in Xero, someone is manually moving data between them. Here's how to connect the two so orders flow to Xero automatically.
The Double-Entry Problem
Most Australian wholesale businesses run their accounting in Xero. Most also take orders through some combination of phone calls, rep visits, email, and spreadsheets.
These two worlds — order management and accounting — rarely connect automatically. The result is that someone (usually in admin or accounts) manually exports or types order data into Xero at the end of the day, or week, or when invoicing becomes urgent enough that it can't wait any longer.
This is manual work that creates errors, delays invoicing, and ties up staff time that could be used elsewhere. It's also completely avoidable.
What a Connected System Looks Like
In a properly connected wholesale ordering system:
- A sales rep submits an order in the field via their mobile app, or a customer places an order through a self-service portal
- The order is confirmed in the order management hub
- An invoice is automatically created in Xero — linked to the correct customer, with the correct line items and pricing
- Your accounts team works from Xero as normal — the data is already there
No export. No copy-paste. No end-of-day data entry. The invoice exists in Xero before the rep has driven to the next customer.
What Syncs Between Prodja and Xero
When you connect Prodja to Xero, two things sync:
Customers
When you add or update a customer record in Prodja Hub, that record is created or updated in Xero. One customer list, maintained in one place, visible in both systems.
Orders → Invoices
When an order is confirmed in Prodja — whether placed by a rep in the Sales App or by a customer through the Wholesale Storefront — an invoice is created in Xero automatically. The invoice includes all line items, quantities, and pricing from the order.
How to Set It Up
The connection is straightforward and doesn't require a developer.
Step 1: Upgrade to Growth or Enterprise
The Xero integration is available on Growth and Enterprise plans for the Sales App, Wholesale Storefront, and Bundle. If you're on Starter, you'll need to upgrade first.
Step 2: Connect from Hub Settings
In Prodja Hub, go to Settings → Integrations → Xero. Click "Connect to Xero" and you'll be redirected to Xero's OAuth flow. Log in to your Xero account and authorise the connection. You'll be returned to Prodja automatically.
Step 3: Map your accounts (optional)
By default, Prodja uses standard Xero account codes for invoices. If your Xero setup uses custom account codes, you can map them in the integration settings.
Step 4: Test with a live order
Place a test order through the Sales App or Wholesale Storefront, confirm it in Hub, and check that the invoice appears in Xero. Most setups work first try.
What Happens After Setup
Once connected, the integration runs automatically. You don't need to trigger syncs, check a dashboard, or export files. Orders confirmed in Prodja create invoices in Xero without any action from your team.
Your accounts team's job doesn't change — they still manage invoices, reconcile payments, and run reports in Xero. The difference is that the invoices are already there when they look for them, created in real time rather than at the end of the week.
Common Questions
What if a customer already exists in Xero?
Prodja checks for existing customers by email address before creating a new record. If a match is found, Prodja links to the existing Xero contact rather than creating a duplicate.
Can I disconnect and reconnect Xero?
Yes. You can disconnect the integration from Hub settings at any time. Existing invoices in Xero are not affected. Reconnecting restores the sync for new orders.
Does it work for the Wholesale Storefront as well as the Sales App?
Yes. Orders from both the Sales App (placed by reps) and the Wholesale Storefront (placed by customers) sync to Xero when confirmed.
What if I use InvoiceNinja instead of Xero?
Prodja also has an InvoiceNinja integration that works the same way. Available on Growth and Enterprise plans.
The Bigger Picture
Connecting your order management to Xero is one step in building a wholesale operation that doesn't depend on manual data movement. The other parts — getting reps off paper order forms, giving customers a self-service portal — follow the same logic: every step in the process that requires a human to move data between systems is an opportunity for error and delay.
Prodja's Xero integration is available on Growth and Enterprise plans. If you're not yet on Prodja, get started free and connect your Xero account as part of onboarding.