Chargebee + Xero
Stop Re-Keying Data. Connect Chargebee and Xero with tray.ai.
Cut out manual data entry and keep your revenue records in sync between Chargebee and Xero.
Why integrate Chargebee and Xero?
Chargebee and Xero are both workhorses — one handles your subscription billing, the other keeps your books. They're a natural pairing for fast-growing businesses, but without a connection between them, your finance team ends up stuck in the middle. Every subscription, upgrade, or churn event has to be manually reflected in your accounting ledger, which is tedious and error-prone. Connecting Chargebee to Xero via tray.ai means every invoice, payment, credit note, and customer record flows automatically between both systems in real time.
Automate & integrate Chargebee & Xero
Use case
Automatic Invoice Sync from Chargebee to Xero
Every time Chargebee generates an invoice — whether for a new subscription, renewal, or one-time charge — tray.ai creates a matching invoice in Xero. Line items, tax codes, due dates, and customer details are all mapped precisely, so there's no double entry. Your finance team always has an up-to-date ledger without lifting a finger.
Use case
Payment and Settlement Reconciliation
When a payment is recorded or settled in Chargebee, tray.ai pushes the payment record to Xero and reconciles the invoice automatically. Your accounts receivable stays current, and month-end close gets a lot faster. Partial payments, retries, and overpayments are all handled with configurable mapping logic.
Use case
Customer Contact Creation and Updates
When a customer is created or updated in Chargebee — company name, billing address, tax ID, email — tray.ai creates or updates the matching contact in Xero. Your accounting system stays current without duplicate or stale entries building up. Deduplication logic runs automatically so records stay clean.
Use case
Credit Note Synchronization
When a refund or credit is issued in Chargebee — due to a plan downgrade, cancellation, or a customer service adjustment — tray.ai creates a matching credit note in Xero automatically. Your books stay balanced and your finance team has full visibility into adjustments without tracking them across two systems separately.
Use case
Subscription Cancellation and Churn Accounting
When a subscription is cancelled or paused in Chargebee, tray.ai can trigger actions in Xero like writing off outstanding invoices, flagging accounts, or updating customer status. This keeps your AR from carrying uncollectible balances and helps your finance team maintain accurate revenue forecasts.
Use case
Tax Code and Chart of Accounts Mapping
Different subscription plans, product lines, or customer geographies often need different tax treatments and GL account codes. tray.ai lets you configure mapping rules so each Chargebee invoice line item gets the correct Xero tax code and account code automatically. This matters especially for businesses operating across multiple tax jurisdictions.
Use case
MRR and Revenue Reporting Enrichment
Syncing Chargebee subscription and revenue data into Xero lets finance teams build management reports that combine billing metrics like MRR and ARR with balance sheet and P&L data. tray.ai can aggregate and transform Chargebee subscription events before pushing summarized or detailed data to Xero, so your financial dashboards actually tell the whole story.
Get started with Chargebee & Xero integration today
Chargebee & Xero Challenges
What challenges are there when working with Chargebee & Xero and how will using Tray.ai help?
Challenge
Handling Multi-Currency Subscription Billing
Chargebee supports billing in multiple currencies for global customers, but mapping those transactions accurately to Xero accounts — while respecting exchange rates and currency-specific tax rules — is genuinely complex to manage by hand.
How Tray.ai Can Help:
tray.ai lets you build currency-aware mapping logic that routes multi-currency invoices to the correct Xero bank accounts and applies the right exchange rates, so foreign currency transactions are recorded correctly without manual conversion work.
Challenge
Preventing Duplicate Records Across Both Platforms
Without deduplication logic, integrations between Chargebee and Xero can produce duplicate customer contacts or invoices in Xero — which creates reconciliation headaches and distorts financial reporting fast.
How Tray.ai Can Help:
tray.ai runs a lookup against Xero before creating any new record, checking for existing contacts or invoices by unique identifiers like email address or Chargebee invoice ID. Records are only created when no match exists; otherwise the existing record gets updated.
Challenge
Keeping Tax Codes Correctly Mapped Across Jurisdictions
Chargebee applies different tax rules depending on the customer's country or region, and making sure the correct Xero tax code lands on every invoice line item — VAT, GST, sales tax — requires careful configuration that gets harder to maintain as your product catalog grows.
How Tray.ai Can Help:
tray.ai supports conditional mapping rules that evaluate the customer's tax region and the Chargebee tax codes on each line item, then map them to the right Xero tax rate automatically. When tax configurations change, the rules are easy to update in the workflow.
Challenge
Managing Failed Payments and Dunning Events
Chargebee's dunning process can fire multiple payment attempt events for a single invoice before it's eventually paid or written off. Without careful handling, each failed attempt could trigger incorrect actions in Xero and leave duplicate or erroneous entries in your accounting ledger.
How Tray.ai Can Help:
tray.ai lets you filter and route Chargebee webhook events by payment status, so only successful payments trigger reconciliation actions in Xero. Failed payment events can route to separate notification or CRM update workflows without touching accounting records.
Challenge
Reconciling Historical Data During Initial Setup
When a business first connects Chargebee and Xero, there's often a large backlog of historical invoices and customers in Chargebee that don't yet exist in Xero. Running that migration manually is risky given the volume and complexity involved.
How Tray.ai Can Help:
tray.ai supports bulk migration workflows that paginate through historical Chargebee records, validate and transform each one, and push them to Xero in batches with built-in error handling and retry logic. You get a clean initial sync without data loss or duplication before real-time automation switches on.
Start using our pre-built Chargebee & Xero templates today
Start from scratch or use one of our pre-built Chargebee & Xero templates to quickly solve your most common use cases.
Chargebee & Xero Templates
Find pre-built Chargebee & Xero solutions for common use cases
Template
New Chargebee Invoice to Xero Invoice
Creates a new invoice in Xero whenever Chargebee generates one, mapping all line items, tax codes, amounts, and customer details to the correct Xero fields.
Steps:
- Trigger: Invoice created or updated event fires in Chargebee
- Look up or create the corresponding customer contact in Xero using email or customer ID
- Map Chargebee invoice line items, tax codes, and due dates to Xero invoice fields
- Create the invoice in Xero and return the Xero invoice ID to Chargebee for reference
Connectors Used: Chargebee, Xero
Template
Chargebee Payment Received to Xero Invoice Reconciliation
When a payment is collected in Chargebee, this template finds the matching invoice in Xero and marks it as paid, keeping accounts receivable reconciled in real time.
Steps:
- Trigger: Payment succeeded event fires in Chargebee
- Look up the corresponding open invoice in Xero using the Chargebee invoice ID
- Apply payment to the Xero invoice with the correct payment date and bank account
- Log reconciliation status and send an alert if no matching invoice is found in Xero
Connectors Used: Chargebee, Xero
Template
New Chargebee Customer to Xero Contact
Creates or updates a contact in Xero whenever a new customer is created in Chargebee, so your accounting system always reflects your current customer roster.
Steps:
- Trigger: Customer created or updated event fires in Chargebee
- Search Xero for an existing contact using the customer email address
- Create a new Xero contact or update the existing one with name, address, and tax ID
- Store the Xero contact ID in Chargebee custom fields for future reference
Connectors Used: Chargebee, Xero
Template
Chargebee Credit Note to Xero Credit Note
When a credit note is issued in Chargebee due to a refund, cancellation, or adjustment, this template creates a matching credit note in Xero and applies it to the relevant invoice.
Steps:
- Trigger: Credit note created event fires in Chargebee
- Retrieve the associated Xero invoice using the original Chargebee invoice ID
- Create a credit note in Xero with matching line items, amounts, and tax codes
- Apply the credit note to the outstanding Xero invoice to update the balance
Connectors Used: Chargebee, Xero
Template
Chargebee Subscription Cancellation to Xero AR Write-Off
When a subscription is cancelled in Chargebee with an outstanding balance, this template flags or voids the related open invoice in Xero and notifies the finance team for review.
Steps:
- Trigger: Subscription cancellation event fires in Chargebee
- Search Xero for any open invoices associated with the cancelled customer
- Void or flag the outstanding invoice in Xero based on configured business rules
- Send a Slack or email notification to the finance team with cancellation and invoice details
Connectors Used: Chargebee, Xero
Template
Daily Chargebee Revenue Summary to Xero Journal Entry
At the end of each business day, this template aggregates Chargebee revenue, refunds, and adjustments and posts a summarized journal entry to Xero, giving finance teams a clean daily record for reconciliation.
Steps:
- Trigger: Scheduled daily trigger fires at end of business day
- Query Chargebee for all invoices, payments, and credit notes created during the day
- Aggregate totals by revenue category, tax code, and currency
- Post a summarized manual journal entry to the appropriate Xero accounts
Connectors Used: Chargebee, Xero