How often does QuickBooks data sync to Xero?

Well polls the QuickBooks API hourly, which fits QuickBooks's rate-limit envelope and keeps the downstream match window inside the same business day. The hourly pull respects QuickBooks's rate limits and feeds Xero once per window with the batch's confidence outcomes already resolved.

Will every QuickBooks record post to Xero automatically?

Not always. On the next hourly pull from QuickBooks, Well scores the record on field completeness, counterparty strength, and policy fit. Above the 85% default auto-link threshold Well forwards the reconciled document to your Xero email-in address and Xero drafts the record from it for you to confirm. Between 55% and 85% the record waits in the review queue with the alternative matches ranked. Below the 55% default review threshold the record is refused and the candidate list kept so you can pin the right entry by hand.

How does Well match QuickBooks records to entries in Xero?

Well scores every candidate match between QuickBooks records and existing Xero entries on counterparty name, amount, date proximity, currency, and reference. Above 85% the record links to the historical entry and Xero updates; between 55% and 85% the candidates are queued for sign-off; below 55% the record stays open with the candidate list available.

Does Well handle multi-currency records between QuickBooks and Xero?

QuickBooks carries the original transaction currency on every record and Xero natively ledgers in multiple currencies. Well preserves the original amount, applies your Xero chart-of-accounts conversion rules at posting time, and both the source and converted amounts ride on the document Well forwards to Xero, so the Xero entry you post keeps both sides of the trade.

Can I customise which QuickBooks fields are sent to Xero?

The default mapping covers every QuickBooks field your Xero chart of accounts accepts (counterparty, amount, currency, reference, tax). From the integration settings page you can override mappings field-by-field, attach computed values from your connected data (GL code, project tag, tax bucket), or ignore fields Xero does not need. Custom mappings are versioned and apply only to records reconciled after the change, so anything you have already reviewed and posted in Xero is left exactly as it stands.

How does Well authenticate with QuickBooks and Xero?

QuickBooks runs a manual OAuth 2.0 flow that you approve inside QuickBooks; Well receives a refresh token scoped to the resources it needs to read. For the delivery side, Well forwards the reconciled document to your Xero email-in address once it clears the matching threshold; Xero creates the draft record from it and you confirm and post it. Well holds no write credential to Xero. Tokens are encrypted at rest and in transit under TLS 1.3. QuickBooks and Xero together cover multiple regions; Well's storage region is configured per workspace.

QuickBooks to Xero

AvailableNative · QuickBooksNative · Xero

Connect QuickBooks to Xero with Well

Move QuickBooks bills and customers through Well and into Xero as draft bills, with the audit trail kept on every record.

Connect both toolsView all integrations

QuickBooks

Source

The QuickBooks connection delivers documents into QuickBooks Online through its @qbodocs.

Xero

Target

The Xero integration connects Well to your accounting platform for bidirectional data flow.

What is unique

The QuickBooks-to-Xero direction trades one ledger's conventions for another's.

QuickBooks Online is polled hourly through Well because of its strict rate limits; Xero accepts emailed PDFs and turns them into draft bills via Hubdoc. Connecting QuickBooks to Xero through Well matches each QuickBooks bill and customer inside Well against the Xero contact list so the same vendor is never created twice, carries the document and tax context across, and forwards the matched PDF to Xero's email-in. Hubdoc extracts contact, dates, totals, and tax type into a draft bill in Xero; your team confirms the tracking category instead of rebuilding the record by hand.

What Well does between QuickBooks and Xero

One-way: QuickBooks into Well into Xero
Sync mode: Polling every 60 minutes
Up to 24 syncs/day

Trigger from QuickBooks

5 events · pick one

Well engine·recipe·When a QuickBooks bill is read

Source

from upload · hourly poll

AWS EMEA

via QuickBooks

Bill

When a QuickBooks bill is read

INV-2026-04-100 · 22 Apr 2026€1,284.00

Extract

6 fields read from QuickBooks

6 fields read

VendorAWS EMEA
Invoice numberINV-2026-04-100
Issue date22 Apr 2026
Total€1,284.00
Tax€256.80

Enrich

against your historical record graph

5 fields added

Legal entityAWS EMEA
Tax idLU26888617
Domainamazon.com
Ledger account6156 · Cloud infra

Confidence97%

<55% refused55–85% review≥85% auto-posts

Post

post as draft bills

Create a draft bill in Xero

auto-posted

posted

TypeBill
VendorAWS EMEA
Amount€1,284.00
Ledger6156 · Cloud infra
Source docattached
Confidence97%

audit linkto Xero

Action in Xero

2 compatible with this trigger

Create a draft bill in XeroResolve a Xero contact from the document

12 signals and actions across QuickBooks and Xero

When a QuickBooks purchase order is read
Pulls QuickBooks purchase orders with vendor, line items, and totals to match against the arriving bill. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Invoice
When a QuickBooks payment is read
Reads the payment recorded against a QuickBooks invoice or bill with method and amount. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Payment method
When a QuickBooks account is read
Pulls bank-type accounts from the QuickBooks chart of accounts with currency and account number. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Account
When a QuickBooks attachment is read
Picks up the source document attached to a QuickBooks bill or invoice. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Document
When a QuickBooks bill is read
Pulls QuickBooks bills with vendor, due date, line items, totals, and tax code on the hourly poll. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Invoice
When a QuickBooks credit memo is read
Captures QuickBooks credit memos with customer, totals, and tax so refunds reconcile against the original invoice. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Invoice
When a QuickBooks sales invoice is read
Captures QuickBooks sales invoices with customer, amount, currency, and reference for reconciliation. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Invoice
When a QuickBooks customer is read
Reads QuickBooks customer and vendor records with name, billing address, and tax registration to match against your companies. Forwarded to Xero's email-in via Hubdoc; Hubdoc extracts contact, dates, totals, and tax type into a draft bill.
Trigger·Company
Create a draft bill in Xero
Well forwards the PDF to your Xero email-in address; Xero creates a draft bill via Hubdoc with contact, dates, totals, line items, and tax type pre-filled. You review and post.
Action·Invoice

Reference

Field mapping for QuickBooks → Xero

15 fields across 3 record types, open to see the full table.

Invoice fields

7 fields flow from QuickBooks into Xero.

QuickBooks field	Label		Xero field	Label
Bill.TotalAmt.total	Total	→	Total	Total
Bill.CurrencyRef.currency	Currency	→	CurrencyCode	Currency
Bill.TxnDate.date	Bill date	→	Date	Bill date
Bill.DueDate.due_date	Due date	→	DueDate	Due date
Bill.DocNumber.invoice_number	Doc number	→	InvoiceNumber	Invoice number
Bill.TxnTaxDetail.tax	Tax	→	TotalTax	Tax
Bill.Id.id	QuickBooks id	→	Reference	Reference

Transaction fields

5 fields flow from QuickBooks into Xero.

QuickBooks field	Label		Xero field	Label
Purchase.TotalAmt.amount	Amount	→	Total	Amount
Purchase.CurrencyRef.currency	Currency	→	CurrencyCode	Currency
Purchase.TxnDate.created	Transaction date	→	Date	Transaction date
Purchase.PrivateNote.description	Memo	→	Reference	Reference
Purchase.Id.id	Purchase id	→	BankTransactionID	Bank line id

Company fields

3 fields flow from QuickBooks into Xero.

QuickBooks field	Label		Xero field	Label
Vendor.DisplayName.name	Display name	→	Name	Contact name
Vendor.WebAddr.website	Website	→	Website	Website
Vendor.TaxIdentifier.tax_id	Tax id	→	TaxNumber	Tax number

Connect QuickBooks and Xero in three steps.

1
Connect QuickBooks
Click Connect with QuickBooks; you approve the connection inside QuickBooks Online and authorise read access to bills, customers, and tax codes polled hourly from QuickBooks Online. Access tokens are exchanged and refreshed automatically before they expire, and the grant is revocable from your QuickBooks Online.
- AuthConnect
2
Map your accounts
Well discovers QuickBooks's bills, customers, and tax codes polled hourly from QuickBooks Online and the the Xero draft bills queue populated by Hubdoc. Match candidates are scored on counterparty, amount, date, and reference; above 85% confidence the link posts automatically, below it the candidate set queues for sign-off.
- Auto-post above85% confidence
- Overridemanual anytime
3
Connect Xero
Click Connect with Xero; Well's OAuth proxy handles Xero authorisation through Dynamic Client Registration. Xero's MCP server registers a write-scoped Well client through DCR; no credential paste, no shared secret.
- AuthOAuth 2.0
- First syncup to an hour

How QuickBooks and Xero stay secure with Well

Well calls QuickBooks with an OAuth 2.0 token scoped to read-only access. QuickBooks's consent screen lists the scopes before you approve; access tokens are exchanged and refreshed automatically before they expire. Well's storage region is configured per workspace regardless of where QuickBooks and Xero host theirs.

OAuth 2.0Storage region per workspaceGDPR-aligned

Scopes Well requests

Read QuickBooks records
Scoped to bills, customers, and tax codes polled hourly from QuickBooks Online. No access to anything else in your QuickBooks account.
granted
Deliver documents to your Xero inbox
Well forwards the extracted document to your Xero email-in address; Xero reads draft bills via email-in, with contact, dates, totals, and related records from it and you review and post. No write credential to Xero is requested.
granted
Modify or delete QuickBooks records
Not granted. QuickBooks is read-only on Well's side; the source of truth never moves.
refused
Read other workspaces' data
Encryption keys are per-workspace; another tenant's records are inaccessible by design.
refused

Disconnect any time from Well settings or QuickBooks’s admin panel.

Frequently asked questions about QuickBooks and Xero on Well

01How often does QuickBooks data sync to Xero?: Well polls the QuickBooks API hourly, which fits QuickBooks's rate-limit envelope and keeps the downstream match window inside the same business day. The hourly pull respects QuickBooks's rate limits and feeds Xero once per window with the batch's confidence outcomes already resolved.
02Will every QuickBooks record post to Xero automatically?: Not always. On the next hourly pull from QuickBooks, Well scores the record on field completeness, counterparty strength, and policy fit. Above the 85% default auto-link threshold Well forwards the reconciled document to your Xero email-in address and Xero drafts the record from it for you to confirm. Between 55% and 85% the record waits in the review queue with the alternative matches ranked. Below the 55% default review threshold the record is refused and the candidate list kept so you can pin the right entry by hand.
03How does Well match QuickBooks records to entries in Xero?: Well scores every candidate match between QuickBooks records and existing Xero entries on counterparty name, amount, date proximity, currency, and reference. Above 85% the record links to the historical entry and Xero updates; between 55% and 85% the candidates are queued for sign-off; below 55% the record stays open with the candidate list available.
04Does Well handle multi-currency records between QuickBooks and Xero?: QuickBooks carries the original transaction currency on every record and Xero natively ledgers in multiple currencies. Well preserves the original amount, applies your Xero chart-of-accounts conversion rules at posting time, and both the source and converted amounts ride on the document Well forwards to Xero, so the Xero entry you post keeps both sides of the trade.
05Can I customise which QuickBooks fields are sent to Xero?: The default mapping covers every QuickBooks field your Xero chart of accounts accepts (counterparty, amount, currency, reference, tax). From the integration settings page you can override mappings field-by-field, attach computed values from your connected data (GL code, project tag, tax bucket), or ignore fields Xero does not need. Custom mappings are versioned and apply only to records reconciled after the change, so anything you have already reviewed and posted in Xero is left exactly as it stands.
06How does Well authenticate with QuickBooks and Xero?: QuickBooks runs a manual OAuth 2.0 flow that you approve inside QuickBooks; Well receives a refresh token scoped to the resources it needs to read. For the delivery side, Well forwards the reconciled document to your Xero email-in address once it clears the matching threshold; Xero creates the draft record from it and you confirm and post it. Well holds no write credential to Xero. Tokens are encrypted at rest and in transit under TLS 1.3. QuickBooks and Xero together cover multiple regions; Well's storage region is configured per workspace.