The HirePOS Xero Exporter includes filters and options that control which records are displayed and how invoices, payments and purchase orders are sent to Xero.

This guide explains the available settings, including how to customise the Xero invoice reference and line descriptions using placeholders.

Click the Filters button to control which records are displayed in the exporter.

• Quick Date / Date From / Date To: Filters records by date. For invoices this uses the Invoice Date, for payments the Payment Date, and for orders the received date.

• Branch State: Filters results by the state assigned to the branch.

• Search for Branch: Filters results by the selected branch.

• Search for Invoice Category: Filters invoices by the selected Invoice Category.

• Hide Completed: Hides records that have already been exported or marked as completed. This is enabled by default. Switch it off if you need to view previously exported records.

• Exclude 'On Hire' Invoices: Hides invoices that are currently on hire.

• Except First Invoice: When Exclude 'On Hire' Invoices is enabled, this allows the first invoice in an on-hire arrangement to remain available for export if it has not yet rolled over.

Open the Options tab to configure how records are exported to Xero.

• Export 'Paid' Invoices Only: Only allows fully paid invoices to be selected for export. Unpaid invoices are unavailable for selection.

• Export 'Approved' Invoices Only: Only allows approved invoices to be exported. If your HirePOS account uses the Draft/Approval invoicing process, this restriction may be enforced automatically.

• Export As Draft: Creates exported invoices, credit notes and applicable purchasing records in Xero with a Draft status instead of Authorised.

• Lock Invoices On Export: Locks the HirePOS invoice after a successful export to help prevent changes being made after it has been posted to Xero. An administrator can unlock the invoice if required.

• Mark Invoices As Sent: Marks successfully exported invoices as Sent.

• Exclude $0.00 Component Items: Prevents zero-value invoice lines belonging to Component item types from being exported to Xero.

• Export Orders As Purchase Bills: Exports received HirePOS purchase orders to Xero as Accounts Payable Bills instead of Xero Purchase Orders.

• Xero Rounding Code: Defines the Xero account used for small rounding adjustment lines where HirePOS and Xero calculate a total slightly differently. The default is 860, Xero's standard rounding account.

• Xero Bond Code: Defines the Xero liability account used when exporting bond receipts and refunds. Leave this blank if you are not using a dedicated Xero liability account for bonds.

• Days Due (Default): Provides the due date calculation when a HirePOS invoice does not already have a specific Due Date. The default is 30 days. The setting can also support terms such as 20 EOM.

• Prefix: Adds a prefix to exported invoice, credit note, payment and purchase order numbers. For example, invoice 1000 with a prefix of HP is exported as HP1000. This is useful for avoiding number conflicts with records created by other systems.

For more information about prefixes, see the Xero Invoice Prefix help guide:
https://docs.hirepos.com/en/articles/3187393

The Xero Invoice Reference setting controls the value sent to Xero's Reference field when an invoice or credit note is exported.

The default is:

{CustomerPO}

You can combine multiple placeholders with your own text, spaces or separators.

For example:

{CustomerPO} - {Reference}

could produce:

PO4582 - Smith Street Project

Available placeholders are:

For the Invoice Reference field, the hire date placeholders use the actual hire dates where available and fall back to the estimated/booked dates when actual dates have not yet been entered.

Customer PO and HirePOS Reference:

{CustomerPO} - {Reference}

Reference and hire period:

{Reference} - {DateFrom} to {DateTo}

Delivery address:

{Reference} - {DeliveryAddress}

The Xero Invoice Line Description setting controls the Description sent to Xero for each individual invoice line.

The default is:

{Description}

You can combine multiple placeholders to provide additional information to your accounts team.

Available placeholders are:

For example:

{DateFrom} {DateTo} {Code} {Description}

could produce a Xero line description similar to:

01/09/2026 05/09/2026 EXC55 5.5T Excavator

This can be particularly useful when the Xero user needs to identify the HirePOS item, hire period and description without opening HirePOS.

The date placeholders in the Xero Invoice Line Description currently use actual hire and return dates only.

They first use the dates recorded against the individual invoice line and then the invoice's overall actual hire dates.

They do not currently fall back to the estimated/booked dates.

This means {DateFrom}, {DateTo}, {DateTimeFrom} or {DateTimeTo} may be blank when exporting an invoice that has not yet been placed on hire or returned.

If you need dates to appear in the Xero line description, make sure the relevant actual hire/return dates have been recorded before export.

This behaviour differs from the Xero Invoice Reference date placeholders, which do fall back to estimated/booked dates.

Placeholders must be entered exactly as shown, including capitalisation and the { } brackets.

For example:

• {Code} works

• {code} does not

• {Description} works

• {ItemCode} does not

You can use ordinary text alongside placeholders. Spaces, hyphens and other separators can make exported information easier to read.

For example:

{Code} - {Description}

or:

Hire: {DateFrom} to {DateTo} - {Description}

If you want the HirePOS line description to appear in Xero, make sure {Description} is included. For example:

{DateFrom} {DateTo} {Code} {Code}

would export the item code twice. To include both the item code and description, use:

{DateFrom} {DateTo} {Code} {Description}

The Xero Exporter also includes tools for managing the export status of selected records.

• Mark as Completed: Marks the selected record as completed so HirePOS no longer attempts to export it. This is useful when the record already exists in Xero, was created manually, or otherwise does not need to be exported from HirePOS.

• Mark as Pending: Resets the HirePOS export status so the record can be attempted again. This is particularly useful after correcting an export error or repairing a customer/contact link.

For more information about Mark as Pending, see:
https://docs.hirepos.com/en/articles/6121601