By Alpit Patel and the aibrevo team · October 22, 2026 · 6 min read
Does Insightly Integrate with Xero?
Quick answer
Yes. Insightly has a Xero integration an administrator installs from System Settings, Integrations. It adds a Xero subtab to contacts, organizations, opportunities and projects, shows invoice and bill totals and creates invoice drafts, but Insightly's help center says it is not a sync.
Key takeaways
- Insightly has a native Xero integration that any Insightly administrator with a Xero login can install under System Settings, Integrations. It adds a Xero subtab to contacts, organizations, opportunities and projects (Insightly Help Center, checked Oct 22, 2026).
- Insightly's own help article says the integration does not provide a sync between the two systems. It views Xero records, copies and links data and creates invoice drafts.
- The connector supports one Xero account. Using it on several Insightly accounts means clicking Reconnect each time you switch.
- Invoice and bill totals include only items in your Xero base currency. Items in other currencies are listed but left out of the summary.
- Two-way automation needs Insightly AppConnect, which is a separate product on the pricing page, listed from $249 per account per month for 25,000 tasks plus a $3,000 required technical setup.
Insightly does integrate with Xero, and it is a view-and-draft tool, not a data sync. An Insightly administrator installs it from System Settings, Integrations, and it adds a Xero subtab to contacts, organizations, opportunities and projects. Insightly’s marketing page talks about automatic syncing, while its help article states plainly that the integration “does not provide a sync between the two systems.” This page separates the two, with sources checked October 22, 2026.
Does Insightly integrate with Xero?
Yes. The native integration lets users view Xero records, copy and link data between the systems and create invoice drafts. Xero information can be linked to organizations, contacts, opportunities and projects. Which Insightly plans include it is not clear from the text we could read: the pricing page feature list names “PandaDoc, QuickBooks, and Xero integrations”, but the plan marks did not survive in the extract, so confirm before buying.
What each part does, from Insightly’s “Using Xero with Insightly” article:
| Where | What you see or can do |
|---|---|
| Contact or organization | Matched Xero contact, contact information and a financial summary. Actions menu: create an invoice draft, unlink, copy details, view in Xero |
| Opportunity or project | Linked invoices and bills, totals of authorized and submitted invoices, submitted bills and the net difference |
| Invoice drafts | Created from a contact, organization, opportunity or project with Actions, Create Invoice (Draft) |
| Link existing items | Find Invoices to Link or Find Bills to Link, by number, reference or date range |
| Overview | Invoice and bill totals, plus lifetime value and 12-month value of the Xero contact |
Source: Insightly Help Center, “Using Xero with Insightly” and “Linking a Xero invoice or bill to an opportunity or project”, checked Oct 22, 2026.
Is the Insightly Xero integration a real sync?
No, by Insightly’s own help article. It says the integration “does not provide a sync between the two systems”, and describes viewing, copying, linking and drafting. The marketing page for the integration describes automatic syncing of customer data and updates pushed back to Insightly, and ties that to AppConnect, Insightly’s integration product.
| Capability | Native integration (help center) | AppConnect recipes |
|---|---|---|
| View Xero totals and invoices inside Insightly | Yes | Not needed |
| Create invoice drafts from a record | Yes | Yes, and can automate it |
| Copy contact details between systems | Manual, one record at a time | Automated |
| Automatic update when an invoice is paid | Status updates once an approved draft changes in Xero | Recipe example: a paid Xero invoice updates the matching Insightly project |
| Product sync to Xero items | No | Recipe example: product created or updated in Insightly creates or updates the Xero item |
| Price | Installed from System Settings, plan availability not confirmed | Priced separately |
Source: Insightly Help Center, “Using Xero with Insightly” and “Xero AppConnect Recipes”, and Insightly’s Xero integration page, checked Oct 22, 2026.
AppConnect is a separate product on Insightly’s pricing page. At the time of writing, its first listed tier is $249 per account per month, billed annually, for 25,000 tasks a month, with a required technical setup fee of $3,000 and extra 25,000 tasks at $249. Those are the numbers on the page; the plan is sold through sales. If you only need automatic invoice creation for a handful of deals, compare that against a third-party connector, and against doing the drafts by hand.
How do you connect Insightly to Xero?
You must be an Insightly administrator with a Xero login. Insightly’s “Connecting Insightly to Xero” article gives these steps:
- In Insightly, go to System Settings, then Integrations, and click Install on Xero.
- On the Xero Integration page, click Connect to Xero.
- Sign in to Xero. The login needs a minimum of Standard access, because Insightly gets the same permissions as that user.
- Select the Xero organization and click Authorize.
- Back on the Insightly page, use Integration Permissions to choose who can see Xero financial information: everyone, a specific team or selected individuals. Click Save Permissions.
Invoice drafts need inventory items in Xero, and only users with a Xero login can open the details in Xero itself. Insightly’s help center also notes that the connector supports only one Xero account.
Why is my Insightly Xero integration not working?
Check the table. Each cause is documented in Insightly’s help center.
| Symptom | Cause | Fix |
|---|---|---|
| No Xero subtab on a record | Integration not installed, or your user is outside Integration Permissions | An admin installs it or adds you under Integration Permissions |
| Reconnect button appears | Xero cannot hold a connection to several Insightly accounts | Click Reconnect each time you switch accounts |
| Matching contact not found | Insightly matches an organization by name and a contact by full name or email | Search by name, add a Xero contact with New Xero Contact, then Add Link |
| Totals look lower than expected | Totals cover only your Xero base currency and only authorized or submitted items | Check the invoice and bill lists, which show other currencies |
| Error when copying phone numbers | Copying never replaces existing details, and both fields are full | Clear the field in the destination, then copy again |
| Connection fails for an Australian organization | Xero requires two-factor authentication with the SSO provider, and Insightly logins must be SSO based | Turn on two-step authentication in Xero and in Google or Microsoft 365, and log in with SSO |
| No items to pick on a draft invoice | Inventory items are not set up in Xero | Create the inventory items in Xero first |
Source: Insightly Help Center, “Connecting Insightly to Xero”, “Using Xero with Insightly” and “How to create Xero invoice drafts from contacts and organizations”, checked Oct 22, 2026.
If you need to unlink a contact, use the Actions menu on the Xero subtab. Insightly’s help center says that to remove a record created from Xero, delete the contact in Xero first and then in Insightly.
What if I need Xero data in both directions?
Use AppConnect, a third-party connector, or an alternative CRM with a deeper Xero link. Capsule CRM, for example, documents a sync every 2 hours between Xero and Capsule. Our CRM integrations guide explains how native integrations, Zapier-style tools and custom API work compare, and the monday.com and QuickBooks page shows how another platform handles an accounting link. If the plan is to leave Insightly, see how to export data from Insightly first.
When to get help
The Xero integration takes ten minutes to install. The work comes later: deciding which system owns the customer record, how invoices map to opportunities and projects, and whether paid invoices should close deals automatically. aibrevo does not implement Insightly, so Insightly work is quoted per project. Migration into Salesforce, HubSpot, Dynamics 365, Zoho CRM, Pipedrive, monday.com, Airtable or GoHighLevel, with the accounting link rebuilt, is the common request. Book a short call or send a message, and see our Zoho CRM and HubSpot pages for two platforms with accounting integrations.
Sources
- Insightly Help Center, Connecting Insightly to Xero, checked Oct 22, 2026.
- Insightly Help Center, Using Xero with Insightly, checked Oct 22, 2026.
- Insightly Help Center, Xero AppConnect Recipes, checked Oct 22, 2026.
- Insightly, Xero integration page and pricing page, checked Oct 22, 2026.
- Capsule, Xero Integration support article, checked Oct 22, 2026.
- Not verified and left out: which Insightly plans include the Xero integration, and AppConnect plan details beyond the prices listed on the pricing page.