Xero Tracking Categories Integration

Overview

SmartDocs 360 now integrates with Xero Tracking Categories, allowing you to apply tracking options to individual invoice and receipt line items. This feature helps you maintain accurate reporting and better visibility of your financial data directly from SmartDocs.

What Are Tracking Categories?

Tracking Categories in Xero lets you monitor different areas of your business, such as departments, regions, or cost centres. SmartDocs now displays these categories so you can assign them to line items during document review.

Note: Tracking Categories must be created and managed in Xero. SmartDocs can sync and display these categories, but they cannot be added to or edited within SmartDocs.

For more information on tracking categories, see the Xero Help.

Accessing Tracking Categories

Before you begin, ensure your Xero account is connected to SmartDocs. See How to connect with Xero (Getting Started)

From the left-hand menu, click on Settings.
In the sub-menu, select Entity Settings.

1. Select the new Tracking Categories tab.
   

2. You will see:

   • Active tracking categories – shown first.

   • Archived tracking categories – shown but dimmed to indicate inactivity.
     

3. Click a tracking category to view its options.
   

4. To refresh data, click Sync with Xero to pull the latest tracking categories from Xero
   

Using Tracking Categories in Invoices and Receipts

SmartDocs now displays Xero tracking categories in the line item view for invoices and receipts.

When reviewing a document:

Navigate to Documents in SmartDocs 360.

1. Open an invoice or receipt in SmartDocs
   

2. In the line item list, you’ll now see up to new columns for tracking categories.

3. The column headers display the active tracking category names (e.g. “Region”, “Department”).
   

4. For each line item, click edit to edit the line item.

   

5. You will be able to select the relevant tracking category option from the drop-down list.

6. Click Save to confirm your selections.