A Xero job management app for Australian businesses

What goes to Xero

• Invoices issued on or after the day you connect, created in Xero as approved sales invoices with your invoice number, issue and due dates, your sales account and each line’s tax rate.
• Exact amounts. Each line’s amount and GST are sent as Karya Falak worked them out, so Xero’s totals match ours to the cent. Prices entered including GST go across as tax inclusive.
• Contacts. Karya Falak looks for the customer in Xero by email, then by name, and only creates a new contact when there is no match. A new contact gets the name, email, phone, ABN and address. Existing Xero contacts are not overwritten; an email address is added only where the Xero contact has none.
• Payments recorded in Karya Falak, including online card payments, each sent once to the account you choose, with a reference you can reconcile against.
• Voids and removed payments, so Xero’s record matches what happened.
• Earlier invoices, if you want them. Use Earlier invoices in the settings to send invoices from before you connected, oldest first.

What comes back from Xero

When a payment is recorded in Xero, for example after your bookkeeper reconciles a bank transfer, it appears on the invoice in Karya Falak as Paid in Xero and the job card shows it. The amount left to pay on the customer’s pay link follows it.

If an invoice is voided or deleted in Xero, Karya Falak flags it for you rather than voiding it itself, so nothing changes on your side without someone deciding.

How to connect Xero

• Turn on Xero in Settings, under Features.
• As the owner, choose Connect and sign in to Xero.
• If you have more than one Xero organisation, choose the one for this business.
• Map your sales account, the Xero tax rate for each Karya Falak tax code, and the account payments go to. Karya Falak suggests a first mapping from your Xero settings.
• Issue an invoice. It reaches Xero within moments, and the invoice page shows its status.

Built for how Australian businesses use Xero

Karya Falak’s tax codes are GST, GST-free and input-taxed, and each maps to a Xero tax rate you choose. Your invoice numbers stay your own; if Xero already holds the same number, Karya Falak stops and asks rather than creating a duplicate.

For your BAS, Karya Falak’s reports give GST on sales for G1 and 1A. GST credits on purchases stay in Xero, where your bookkeeper already manages them. Costs and profit from job costing are management figures and are not sent to Xero.

When something needs attention

If Xero is busy or briefly down, Karya Falak waits and tries again by itself. If something needs a person, such as a missing tax mapping, the invoice waits and owners and admins are told once. Saving the fix sends everything that was waiting. If Xero asks you to reconnect, the owner is told, and changes are kept and sent when you do.

Owners and admins can read a sync log of what was sent and when.

What stays out of Xero

Quotes, visits and job notes stay in Karya Falak. Credit notes and refunds are made in Xero or Stripe, not in Karya Falak. Field members never see the Xero settings.