Xero integration
Connect occupational health work to Xero
Billable Work Entries recorded in Occentra can flow into Xero Projects automatically. Practitioners and administrators keep recording occupational health work in one place, while finance receives the time it needs without the same activity being typed in twice.
Work Entry
Management referral review · WE-2048
- Client
- Northbridge Logistics
- Case
- CA-2841
- Practitioner
- Alex Rahman
- Work type
- Occupational health advice
Xero synchronisation
- Pending
Pending
Billable work is waiting to be sent to Xero.
- Synced
Synced
The time entry is in the corresponding Xero project.
- Failed
Failed
The attempt did not complete. The Work Entry can be retried.
How it works
Record the work once. Let Xero receive the billable time.
Occentra remains the system where occupational health work is performed and recorded. Xero receives the billable time needed for downstream finance and invoicing. The integration does not turn Occentra into an accounting system, and it does not pull clinical occupational health records into Xero.
01
Record work in Occentra
Practitioners complete occupational health activity against a Case and record it as a billable Work Entry.
02
Occentra maps the work
The Client, practitioner and work type are matched to the corresponding Xero contact, user and task.
03
Billable time syncs to Xero Projects
A time entry appears in the relevant Xero project so finance can continue its usual workflow.
Capabilities
What the Xero integration does.
The integration is concerned with the financial representation of work. Clinical notes, occupational health records and Employee health information stay in Occentra.
Billable time entries
Billable Work Entries recorded in Occentra synchronise into Xero Projects as time entries.
Client association
Each relevant Client is associated with the corresponding Xero contact and project structure.
Practitioner mapping
Occentra practitioners can be mapped to Xero users so time is attributed correctly.
Work type mapping
Occentra work types can be mapped to the appropriate Xero tasks.
Required Xero structures
The integration can provision the required Xero contact, project and task structures where they are needed for synchronisation.
Automatic synchronisation
New and updated billable work can flow to Xero without a separate timesheet process.
Visible sync state
Each Work Entry exposes its Xero synchronisation state, so teams can see what has been sent.
Retry and manual sync
Failed synchronisations can be retried. Unsynchronised billable work can also be sent to Xero manually when required.
Reconnect without losing mappings
An existing Xero organisation can be reconnected without discarding the mappings already in place.
For occupational health providers
Less duplicate administration between operations and finance.
No duplicate time entry
Practitioners record work once in Occentra. Finance does not need a second timesheet for the same activity.
Cleaner billing operations
Billable activity reaches the finance system from the operational source, rather than from a later reconstruction.
Fewer reconciliation gaps
Administrators can see whether work has successfully synchronised, instead of discovering missing time later.
Clear separation of responsibilities
Occentra manages occupational health operations. Xero manages financial workflows.
Less spreadsheet administration
Manual hand-offs between clinical or operations teams and finance can be reduced.
Example workflow
From Case work to a Xero time entry.
The sequence uses the same records occupational health teams already work with in Occentra: Client, Employee, Referral, Case and Work Entry.
- An Occupational Health Advisor completes work against a Case.
- The billable activity is recorded as a Work Entry in Occentra.
- Occentra determines the corresponding Client, practitioner and work type mappings.
- The time entry is synchronised to the appropriate Xero project and task.
- Finance continues its normal Xero workflow without somebody re-entering the activity.
Source of truth
Occentra stays the source of truth for occupational health work.
Your team continues working in Occentra. Billable activity is passed to Xero Projects in the background, allowing each system to remain focused on what it does best.
Clinical and operational work
Referrals, Cases, Employees and Work Entries remain in Occentra. That is where occupational health work is performed and recorded.
Financial time-entry representation
Xero Projects receives the billable representation of that work as time entries, ready for accounting and invoicing processes.
Sync visibility
Synchronisation is visible, not a black box.
Work Entries expose their Xero synchronisation state. Teams can see whether billable work is pending, has synced, or has failed, and failed items can be retried.
Pending
Billable work is waiting to be sent to Xero.
Synced
The time entry is in the corresponding Xero project.
Failed
The attempt did not complete. The Work Entry can be retried.
Connection
Each provider connects its own Xero organisation.
An occupational health provider connects Occentra to its own Xero organisation. The connection is established securely, and it can be reconnected later without losing the Client, practitioner and work-type mappings already configured.
Frequently asked questions
Xero integration questions.
Does Occentra integrate with Xero?
Yes. Occentra connects with Xero Projects to synchronise billable occupational health Work Entries as time entries.
Do clinicians need to enter their time twice?
No. Work can be recorded within Occentra and synchronised into Xero. Practitioners do not need a separate timesheet for the same billable activity.
Does Xero replace billing inside Occentra?
No. Occentra records operational work and its billing context. Xero handles the downstream accounting workflow, including the financial processes that sit around Xero Projects time entries.
What happens if a Xero sync fails?
Occentra exposes the synchronisation state on the Work Entry and allows failed items to be retried.
Can different work types be mapped into Xero?
Yes. Occentra work types can be mapped to the relevant Xero tasks, so different kinds of occupational health activity land against the appropriate task.
Can practitioners be mapped to Xero users?
Yes. Occentra practitioners can be mapped to Xero users so time is attributed to the right person in Xero Projects.
Does Occentra create Xero Projects automatically?
The integration can provision the required Xero contact, project and task structures as part of the synchronisation workflow, so billable work has a place to land without a separate setup exercise for every Client.
See how billable occupational health work can reach Xero.
Bring a typical Case and the way you currently pass time to finance. We will show how Work Entries recorded in Occentra can synchronise into Xero Projects.