Setting up accountant and bookkeeper notifications

Summary

If you have a Xero connection in Torqueflow, you can set up two email recipients who get notified about sync activity: an accountant who gets immediate alerts when a sync fails, and a bookkeeper who gets a digest summarising activity over a chosen period. This guide explains the difference, how to configure each, and what each email contains.

Prerequisites

• An active Xero connection. See “Connecting Torqueflow to Xero”.
• The settings.integrations.manage permission. The Owner role has this by default.

Steps

Set the accountant email

1. Go to Settings → Integrations → Xero.
2. Expand the Notifications panel.
3. In the field Accountant email (immediate alerts), enter the accountant’s email address.
4. Save.

The accountant now receives an email each time an invoice fails to sync to Xero with a non-retryable error (for example, an unmapped nominal code or a contact-collision conflict). The email names the invoice, the customer or supplier, and the reason. To prevent spam, the same (invoice, error) pair is suppressed for 60 minutes after the first alert.

The accountant does not receive routine sync successes, payment events, or connection-state changes. This is purely a “something needs your attention” channel.

Leave the field blank to send no alerts.

Set the bookkeeper email and digest frequency

1. Go to Settings → Integrations → Xero.
2. Expand the Notifications panel.
3. In the field Bookkeeper email, enter the bookkeeper’s email address.
4. From the Frequency dropdown, pick one of:
   • Off (default) - no digest is sent.
   • Daily - digest sent each morning at 08:00 if the previous digest was more than 24 hours ago.
   • Weekly - digest sent each Monday morning if the previous digest was more than 7 days ago.
   • Monthly - digest sent on the 1st of each month if the previous digest was more than 30 days ago.
5. Save.

Choosing Off opts the bookkeeper out completely.

Expected Outcome

A toast confirms your settings are saved. The accountant starts receiving immediate alerts when a sync error occurs. The bookkeeper starts receiving digests according to the chosen frequency.

What is in the bookkeeper digest

Each digest is a plain-text email summarising the period:

• Total number of invoice pushes (succeeded and failed) in the period.
• A list of invoices that failed to sync, with the failure reason for each.
• A list of payments that arrived from Xero (paid invoices, partial payments).
• A count of new customers and suppliers created in Xero by Torqueflow.

Daily digests cover the last 24 hours. Weekly digests cover the previous 7 days. Monthly digests cover the previous calendar month.

Notes

• All notification emails use your organisation’s default locale. There is no per-recipient locale setting in this version.
• An empty accountant or bookkeeper field means no email is sent. There is no way to opt one user into both immediate alerts and the digest in this version - use two different addresses if you need that.
• The accountant is not copied on connection events (connect, disconnect, requires-reauth, grace-period). Those go to users with settings.integrations.manage directly.

Troubleshooting

Problem: Accountant says they are not receiving alerts when sync fails. Cause: Either the email address is wrong, the email is going to spam, or the failures are transient errors that auto-retry (these do not trigger alerts). Fix: Re-check the email address in Settings → Integrations → Xero → Notifications. Ask the accountant to check their spam folder. Confirm the failed invoice has a red badge with a non-retryable error reason (e.g. unmapped nominal code) — transient errors like rate-limiting do not trigger the accountant email.

Problem: Bookkeeper digest has not arrived. Cause: Frequency may be set to Off, or the previous digest fired less than the minimum interval ago, or there was no activity to report (digests still send, but check the sent-from address is whitelisted). Fix: Verify the frequency dropdown is set to Daily, Weekly, or Monthly. Check the bookkeeper’s spam folder.

Problem: Same accountant alert arriving multiple times for the same invoice. Cause: The 60-minute deduplication is per (invoice, error_code). A different error on the same invoice, or the same error after 60 minutes, will alert again. Fix: Fix the underlying issue (often an unmapped nominal code) and the alerts stop.