All unpaid bills and their vendors in Xero will be synced into Melio during the first sync.
Following that, whenever you create a bill with a new vendor in Xero, the bill and the vendor details will be synced into Melio.
The sync happens automatically every hour. You can also manually sync your accounts.
During your first connection,
we scan your accounting software for existing vendors
so we can avoid creating duplicates. If we find vendors with matching or similar
details, we’ll ask you to confirm which ones should be linked together.
If you decide to skip linking any of the suggested vendors during this initial
review, you’ll need to confirm that choice.
Please note that vendors you skip at this stage cannot be linked later, so make
sure to review the matches carefully before continuing.
Here are the fields and transactions that sync to and from Xero:
Melio Pay - Accounts payable:
Vendor list:
| Xero field name | Sync | Melio Field Name |
| Contact name | ↔ | Vendor business name |
| Account number | ↔ | Account number |
| First name + Last name | ↔ | |
| ↔ | Email address | |
| Contact Phone | ↔ | Phone number |
| Billing address | → | Address line 1 |
| Billing address | → | Address line 2 |
| City / Town | → | City |
| State / Province | → | State |
| Zip code | → | Zip Code |
| Vendor credit* | → | Vendor credit |
*Vendor credits aren't supported for vendors with a non-USD currency.
Transactions - Bill:
| Xero field name | Sync | Melio Field Name |
| From | ↔ | Vendor business name |
| Date | ↔ | Invoice date |
| Due Date | ↔ | Due Date |
| Reference | ↔ | Invoice # |
| Item ( line item) | ↔ | Item |
| Category ( line item) | ↔ | Category ( line item) |
| Description ( line item) | ↔ | Description ( line item) |
| Amount with name of selected currency ( line item) | ↔ | Amount ( line item) |
| Tracking category name ( line item) | ↔ | Tracking category name ( line item) |
| Total | ↔ | Total amount |
| Memo | ↔ | Note to self |
| Attachment | ↔ | Invoice image |
Transactions - Bill payment:
| Xero field name | Sync | Melio Field Name |
| Payee | ↔ | Vendor name |
| Bank / Credit account | ← | Bank/ credit Account |
| Payment date | ← | Payment: deducted date OR processed date |
| Ref No. | ← | Check # OR Bank transfer # |
| Amount | ← | Full payment amount |
Workflows: What actions occur where?
Bill creation workflows - Action performed in Xero:
| Xero Action | Sync | Melio Action |
| Create bill | → | Bill created in Melio |
| Edit bill | → | Bill updated in Melio |
| Delete bill | → | Bill removed from Melio |
| Mark bill as paid | → | Bill removed from Melio |
| Payment unapplied from bill | → | Bill balance updated in Melio |
Bill creation workflows - Action performed in Melio:
| Xero Action | Sync | Melio Action |
| Bill created in Xero | ← | Create bill |
| Bill updated in Xero | ← | Edit bill |
| Bill deleted in Xero | ← | Delete bill |
| Bill updated in Xero | ← | Mark as paid |
| Bill updated in Xero | ← | Mark as unpaid |
Bill payment workflows - Action performed in Xero:
| Xero Action | Sync | Melio Action |
| Schedule bill payment | → | Bill payment scheduled in Melio |
| Edit scheduled bill payment | Does not sync when payment was made in Melio | |
| Delete scheduled bill payment | Does not sync when payment was made in Melio | |
| Void scheduled bill payment | Does not sync when payment was made in Melio | |
| Apply vendor credit to bill | → | Payment record created with the status “Paid with Credits”. Bill amount due reduced. |
| Edit or delete vendor credit applied to bill | → | Payment record and bill amount due updated |
Bill payment workflows - Action performed in Melio:
| Xero Action | Sync | Melio Action |
| Bill payment scheduled in Xero | ← | Schedule bill payment |
| ← | Edit scheduled bill payment | |
| Bill payment deleted in Xero | ← | Cancel scheduled bill payment |
| ← | Payment processed / paid |
Melio Get paid - Accounts receivable:
Invoice created in Xero
| Xero field name | Sync | Melio field name |
| Contact Name | ↔ | Customer name |
| Amount | ↔ | Amount |
| Invoice Due | ↔ | Invoice Due |
| → |
Invoice created in Melio
| Xero field name | Sync | Melio field name |
| Contact (ContactID / Name) | ↔ | Customer name |
| InvoiceNumber | ↔ | Invoice number |
| DueDate | ↔ | Invoice Due |
| Date | ↔ | Invoice date |
| CurrencyCode | ↔ | Currency (USD only) |
| Line items: | ||
| Item / ItemCode | ↔ | Products or services |
| Quantity | ↔ | Quantity |
| UnitAmount | ↔ | Price/rate |
| Description | ↔ | Description |
| TaxType / TaxAmount | ↔ | Tax (specific cases below) |
| DiscountRate (%) | ↔ | Discount (percent) |
| DiscountAmount | ↔ | Discount (amount) |
Customer (Contact)
| Xero field name | Sync | Melio field name |
| Customer name | ↔ | Name |
| Contact First Name | ↔ | FirstName |
| Contact Last Name | ↔ | LastName |
| ↔ | EmailAddress | |
| Phone Number | ↔ | Phones |
| External sync key | ↔ | ContactID |
Melio expense management:
| Xero field name | Sync | Melio Field Name | Note |
| Attachments | ← | Receipt/attachments | Might include multiple files. |
| Spent at | ← | Merchant name | |
| Add note | ← | Memo | |
| Line items | ← | Line items | |
| Line item: Account | ← | Line item: category | |
| Line item: description | ← | Line item: description | |
| Category details: amount | ← | Line item: amount | |
| Paid from | ← | Xero account | Reconciliation account selected per credit card. |
| Date/date paid | ← | Date |
A few important notes about the sync:
- Bills paid outside of Melio must be marked as paid in Xero only. Marking the bill as paid in Melio will create a duplicate payment entry in Xero.
- Deleting a bill in Melio will delete it from Xero.
- If you have paid or marked as paid bills in Xero but they still appear as unpaid in your Melio inbox, manually sync the accounts in Settings- Sync accounting software to delete the bill from the Melio account.
- Vendor credits sync from Xero to Melio only. Apply, change or remove them in Xero.