Magnifi Xero Integration – Permanent Connection, Tracking Categories & Nightly Imports

Overview - Xero Integration

Purpose

Explain how Magnifi connects to Xero, supports both on-demand and automated nightly imports, and how security, mapping, tracking categories, and disconnection work.

When to Use

  • You want a permanent, read-only Xero connection.

  • You need either manual (on-demand) imports or automated nightly imports.

  • You want stable account mapping  that survives renames in Xero.

Key Features

  • Read-only: Magnifi never edits Xero or stores Xero login credentials.

  • Permanent connection: After first authorisation, Magnifi maintains a permanent connection to Xero (until you revoke/expire it).

  • Two import modes: On-demand or Automated nightly imports (optional).

  • Secure: Authentication handled by Xero; data transfer uses encryption.

  • No extra cost: Xero imports are included.

  • Smart mapping: Accounts tracked by Xero Account ID for stable mapping over time.

  • Tracking categories (optional): Import tracking category data for richer divisional/segment analysis provided every transaction in Xero is assigned a tracking category.

How To

Supported Imports (where the Import button appears)

Important for Tracking Categories:
Magnifi will import  Xero tracking category data only if all relevant transactions in Xero have a tracking category assigned. Every transaction must be assigned a tracking category in order for the profit and loss to reconcile in Magnifi. This is because tracking categories are assigned to a division so the sum of the division must match the organisation total. 

First-Time Connection & Authorisation

  1. From any supported page, click Import.

  2. You’ll be redirected to Xero to log in and select the organisation.

  3. Approve permissions.

  4. Magnifi pulls the data and shows a confirmation screen.

After this first authorisation, the connection remains in place, so you won’t need to re-enter Xero credentials unless you disconnect or the token is revoked/expired.

Option A — On-Demand Imports

  1. Go to the relevant page (e.g. Profit & Loss).

  2. Click Import.

  3. Review the confirmation screen and Apply.

Option B — Automated Nightly Imports (Optional)

  1. Edit the organisation and you will see an option to Enable nightly imports. The edit option appears next to the organisation name when you login.

  2. You can still run on-demand imports anytime for a mid-day refresh.

Data Mapping & Matching

  • Account ID mapping: Magnifi stores the Xero Account ID on import, so renaming an account in Xero won’t break mapping.

  • Name matching (new items): If you create a new account or employee in Magnifi, future Xero imports try to match by identical name in Xero.

Disconnect Xero

  • In Xero, go to Settings, Connect Apps and then remove the Magnifi connection.

FAQs

Do I still need to click Import every time?
  • No if nightly imports are enabled—data refreshes automatically overnight.
  1. Yes if you prefer manual control or want a same-day refresh.
What happens if a new account or employee has been added in Xero?

On the import review screen, Magnifi highlights any new accounts or new employees so you can review and map them to the appropriate Magnifi categories. 

Does Magnifi store my Xero login?

No. Xero handles authentication. Magnifi never receives or stores your credentials.

How is our data protected?

All transfers use encryption. Magnifi is a Xero certified partner, which involves checks against Xero’s standards.