Connecting Torqueflow to Xero

Summary

Connect your Xero organisation to Torqueflow so that sales invoices and purchase invoices flow into Xero automatically, and customer payments recorded in Xero flow back into Torqueflow. The connection costs 50 Torqueflow Credits per month per Xero organisation. This guide covers connecting, disconnecting, and recovering when something goes wrong.

If you want to know what gets synced and how to handle sync errors after you connect, see “How invoice sync to Xero works”.

Prerequisites

• You have the settings.integrations.manage permission. The Owner role has this by default.
• Your Torqueflow organisation has at least 50 credits available. The first 50 credits are debited the moment the connection becomes active.
• You have a Xero account with admin access to the Xero organisation you want to connect.
• One Xero organisation per Torqueflow organisation. Multi-entity setups (one Torqueflow account talking to several Xero organisations) are not supported in this version.

What it costs

50 Torqueflow Credits per month per active connection. At the standard credit-pack rate that is roughly £4 per month.

The first 50 credits are debited the moment the connection activates. Subsequent monthly debits run on the anniversary of your original connect date. For example, if you connect on the 14th of the month, the next charge runs on the 14th of every following month.

If you disconnect mid-month, credits already consumed are not refunded. Reconnecting later starts a fresh 50-credit charge.

Steps

Connect to Xero

1. Go to Settings → Integrations → Xero.
2. You see an empty-state page with a Connect to Xero button. Click it.
3. Torqueflow redirects you to Xero’s authorisation screen. Sign in to Xero and approve access for the organisation you want to connect.
4. Xero sends you back to Torqueflow.
5. The connection card now shows status Active and the name of the connected Xero organisation. 50 credits have been deducted from your balance.
6. Everyone in your organisation with settings.integrations.manage receives an email confirming the connection is live.

You can now move on to setting up auto-sync. See “How invoice sync to Xero works” for what to configure next.

Disconnect from Xero

1. Go to Settings → Integrations → Xero.
2. Click Disconnect Xero.
3. A confirmation dialog warns you that disconnecting stops all Xero sync, that credits consumed this month are not refunded, and that reconnecting starts a fresh 50-credit charge. Click confirm.
4. The connection ends immediately on both sides. The Xero portal also frees the slot in its connected-apps list.
5. The Settings page returns to the empty state. You can reconnect at any time. There is no cooldown.

Expected Outcome

A green Active status on the Xero card in Settings → Integrations → Xero, showing your Xero organisation name. Your credit balance is 50 credits lower. The first invoice you create or edit will start syncing automatically (assuming auto-sync is on, which is the default).

Connection states

The Xero card on the Settings page shows one of these statuses. Each tells you what to do.

Active - Working normally. No action needed.

Pending credits - The connection was created but your credit balance is below 50. Buy a credit pack (Settings → Billing → Credits) and the connection activates automatically. You can also press Retry activation once the balance is topped up. If left unresolved for 30 days, the connection auto-disconnects.

Requires reauth - Xero refused the refresh token. Usually this means someone disconnected the app from Xero’s side, or Xero rotated tokens after a security event. Click Connect to Xero to re-authorise. If left for 104 days, the connection auto-disconnects.

Dormant warning - No successful Xero sync activity for 90 days. Resume creating or editing invoices, or the connection auto-disconnects at 104 days total.

Grace period - The monthly 50-credit debit failed because your balance is too low. You have 7 days to top up. Once the balance is high enough, the missed debit takes immediately and the status returns to Active. If you do not top up within 7 days, the connection auto-disconnects.

Disconnected - The connection has ended. Reconnect at any time. A fresh 50-credit charge applies.

Troubleshooting

Problem: I clicked Connect to Xero but the button does nothing or I see a “you’re already connected” screen. Cause: Your organisation already has an active Xero connection. Fix: Disconnect the existing connection first, then reconnect. You can only connect one Xero organisation at a time.

Problem: After approving on Xero I land back on a “Connection failed” screen. Cause: Usually a CSRF/state-mismatch caused by a stale tab, browser back button, or a cookies-cleared session mid-flow. Fix: Close any other Torqueflow tabs, return to Settings → Integrations → Xero, and start the connect flow again.

Problem: Status is stuck on Pending credits even after I bought a credit pack. Cause: The activation retry runs on a short timer. Sometimes you arrive on the page before it has retried. Fix: Click Retry activation to push the activation immediately, or wait 1-2 minutes and refresh.

Problem: I disconnected from Xero’s side (in Xero → Settings → Connected apps) and Torqueflow is now in Requires reauth. Cause: Xero revoked the refresh token. Torqueflow sees this on the next API call. Fix: Click Connect to Xero and approve again. Reconnecting from Requires reauth does not charge another 50 credits — the existing monthly billing cycle continues.

Problem: The connection auto-disconnected and I am not sure why. Cause: Torqueflow auto-disconnects under several conditions: 90+ days no activity, 7 days in grace period without a top-up, 30 days in pending-credits without a top-up, 104 days in requires-reauth without reconnect, or Xero revoked the app. Fix: Reconnect from Settings → Integrations → Xero. Check the disconnect email you received - it names the specific reason. Reconnecting is a fresh 50-credit charge.

Notes

• Display copy in this version of Torqueflow refers to “AI Credits”. This is the same balance as Torqueflow Credits described in the pricing material. A future release will sweep the terminology.
• One global Torqueflow Xero app covers all Xero regions (UK, Australia, New Zealand, US, Ireland, South Africa, Canada, Germany, France, Singapore, Hong Kong). No regional setup is required.
• The accountant set up in the Notifications panel is not auto-emailed when the connection is created or torn down. Only users with settings.integrations.manage receive connection-state emails.

Permissions

• settings.integrations.manage to connect, disconnect, or change Xero settings. Held by the Owner role by default.