This issue occurs when records submitted in Dashpivot do not successfully pass through Flowsite into Xero. Depending on the configured workflow, this may impact invoices, bills, timesheets, dockets, project tracking items, or other financial records.
The Xero-Flowsite integration relies on correctly configured flows, valid field mappings, and an active Xero connection. If any part of the workflow fails, records may stop syncing or sync incompletely.
What’s happening
Users may experience one or more of the following:
Dashpivot submissions do not appear in Xero.
Records appear in Flowsite but are not created in Xero.
Only some records sync successfully.
Sync jobs remain pending or fail.
Bills, invoices, or timesheets are partially synced.
Duplicate or incomplete records appear in Xero.
Tracking categories, cost codes, or contacts are missing.
Error messages appear during syncing.
Why this happens
Common causes include:
The Flowsite to Xero integration has expired or disconnected.
Mandatory fields in Dashpivot submissions are empty.
Xero tracking categories, tax rates, contacts, or account codes do not match the Flowsite configuration.
Duplicate invoice numbers or contacts exist in Xero.
Permissions changed for the connected Xero user.
API limits or temporary outages are affecting the integration.
Timesheet, bill, or invoice formatting does not meet Xero requirements.
How to fix it
1. Confirm Dashpivot and Xero are connected in Flowsite
Open Flowsite.
Go to the Connections tab.
Confirm both Dashpivot and Xero show as connected.
Reconnect either system if the connection is disconnected or expired.
Ensure the connected Xero account has the required permissions.
Both systems must be connected in Flowsite for records to sync successfully.
2. Check the Flowsite flow configuration
Open Flowsite.
Go to the Flows tab.
Locate the affected Xero flow.
Confirm the flow is active.
Review the configured trigger, template ID, and mapped fields.
Confirm the correct Dashpivot template is linked to the flow.
Flows may be configured for:
Xero invoices
Xero bills
Xero timesheets
Project tracking items
Dashpivot dockets to Xero bills
Incorrect mappings, template IDs, or disabled flows can prevent records from syncing into Xero.
3. Confirm the Dashpivot submission completed successfully
Open the affected record in Dashpivot.
Confirm the form or submission saved successfully.
Check whether the submission reached Flowsite.
If the record is missing in Flowsite, review the Dashpivot integration setup.
4. Review the record for missing or invalid data
Check the affected record and confirm:
Required fields are completed.
Dates are valid.
Contact names are valid.
Tax rates exist in Xero.
Account codes match Xero.
Tracking categories exist and are active.
Numeric fields contain valid values only.
Invoice and bill numbers are unique.
Correct any invalid data and retry the sync.
5. Verify field mappings between Dashpivot, Flowsite, and Xero
Incorrect mappings are one of the most common causes of sync failures.
Review mappings for:
Invoice fields
Bill fields
Timesheet fields
Employee names
Tracking categories
Cost codes
Account codes
Tax rates
Contacts
Project tracking items
Ensure all mapped values match the exact values configured in Xero.
6. Check project tracking items and tracking categories in Xero
If using project tracking:
Open Xero.
Confirm the required tracking categories exist.
Verify tracking options are active.
Ensure naming matches the Flowsite configuration exactly.
Mismatched tracking values can prevent bills, invoices, or timesheets from syncing.
7. Retry the sync manually in Flowsite
Open the affected record or flow in Flowsite.
Locate the sync or retry option.
Retry the sync manually.
Confirm the record appears in Xero.
8. Check for duplicate records in Xero
Duplicate records may block syncing.
Review Xero for duplicate:
Invoice numbers
Bill numbers
Contacts
Account codes
Tracking categories
Remove or merge duplicates if required, then retry the sync.
9. Review sync logs and error messages
If available:
Open integration logs or sync history in Flowsite.
Review the displayed error messages.
Identify the affected record and failure reason.
Common errors include:
Authentication expired
Invalid tax rate
Duplicate invoice number
Contact not found
Invalid account code
Tracking category missing
Employee not found
10. Reconnect the Xero integration
If syncing still fails:
Disconnect the Xero integration in Flowsite.
Reconnect using a Xero administrator account.
Re-authorise all requested permissions.
Retry the sync.
If the issue continues
If the issue still occurs after completing the steps above:
Confirm whether Xero is experiencing an outage.
Test syncing with a newly created Dashpivot submission.
Confirm the issue affects all flows or only one workflow.
Capture the exact error message shown in Flowsite.
Review whether recent changes were made to Xero settings, account codes, or tracking categories.
Contact support with:
The affected record ID
The Dashpivot template or form name
The Flowsite flow name
The Xero organisation name
Screenshots of the error
Approximate time of the failed sync