This reference describes the Xero integration. Do not assume the same behaviour applies to another finance connector.
Behaviour by record type
Record | Drum to Xero | Xero to Drum and limitations |
Client invoice | An approved Drum invoice can create or update its linked Xero invoice, subject to finance access, validation and status restrictions. | Refreshes can update invoice details, line items, dates, sent status and payment information. Changes are processed in the background, not guaranteed immediately. |
Project-cost bill | An eligible project cost can create or update a linked supplier bill. | Refreshes update bill status, dates, payment information and supported line-item details. Check the cost after editing the linked bill; this is not a guarantee that every field or deletion is mirrored. |
Expense-claim bill | Eligible expense claim items are combined into a Xero bill. Manage the claim’s items and project allocations in Drum. | Refreshes update claim-level status, dates, tax treatment, reference and payment information. They do not rebuild individual expense claim items from edited Xero bill lines. |
Staff allowance | No Xero bill or payroll integration. | Allowances are a payroll concept. Process payment through payroll outside Drum and record payment in Drum when appropriate. |
Purchase order | Use the current Drum purchase-order workflow to record the commitment before a supplier cost exists. | The old workflow that began by creating a cost is obsolete. Follow the current PO guides, then allocate supplier costs as they arrive. |
Status and access matter
A finance action requires an appropriate connection or delegation and the relevant Drum permissions. Approval in Drum and status in Xero are separate. Xero can reject changes to records that are approved, paid or otherwise restricted.
Reverting an integrated expense claim to draft can void and recreate its linked bill. Coordinate corrections with your accounts team and check the resulting bill. Voiding or deleting a linked record in Xero can also affect its availability in Drum.
Check synchronisation
Check the integration status and errors in Drum, open the linked Xero record and confirm its details. Allow for background processing. If the records remain inconsistent, check the connection and contact Drum support before creating a duplicate.