How the Xero integration works
Four steps from finished job to Xero invoice — no data entry required
Connect your Xero account
Click Connect to Xero in your CaterTrackr settings. You will be redirected to Xero to authorise access using OAuth2 — no passwords are shared.
Map customers to Xero contacts
CaterTrackr shows your customer list alongside your Xero contacts. Match them up, or let CaterTrackr auto-create new contacts when the first invoice is pushed.
Complete a job and mark it as billed
Your engineer finishes the job, logs parts and labour, captures a signature. Back in the office, you review the job and click "Mark as Billed".
A draft invoice appears in Xero
CaterTrackr creates a draft invoice with the correct customer, line items for parts and labour, VAT at the right rate, and the job reference as the invoice number.
What syncs to Xero
Every detail from the job card flows into your Xero invoice automatically
[Screenshot: Xero invoice created from CaterTrackr job]
Why catering equipment service firms choose us for Xero
Built for catering service work
PPM scheduling, Gas Safe compliance, engineer job cards — none of the generic field service tools understand catering equipment workflows. CaterTrackr is designed from the ground up for firms that maintain commercial ovens, fryers, dishwashers, and refrigeration.
UK VAT handled correctly
Standard rate, reduced rate, zero-rated exports — CaterTrackr applies the correct VAT treatment to each line item before pushing to Xero. No manual overrides, no guesswork, no corrections after the fact.
Offline-capable engineers
Capture the job in a basement kitchen with no signal. Parts, photos, signatures, and timesheets sync to CaterTrackr when the engineer is back online — and the invoice flows to Xero automatically.