Vamhi Xero Settings Invoice Filtering Guide

Filter Xero invoices in Jira

Filtering Xero invoices

ℹ️ Why this matters: Filtering helps users quickly find the right Xero invoice from a Jira issue, instead of switching tools or checking several invoice records manually.

Xero for Jira uses values from mapped Jira custom fields to search Xero invoice records. In simple terms, the app looks at the invoice-related information entered on the Jira issue and uses it to find matching invoices in Xero.

Filters are set up in Field Mapping. A field mapping simply means linking one Jira field to one Xero field, so the app knows what information to compare.

💡 Tip: Use fields that users already recognise, such as Xero Invoice Number, Customer Email, or Invoice Status. This keeps the search easy to understand and reduces mistakes.

Main invoice search fields

ℹ️ Why this matters: These are the most useful fields for finding the correct invoice or customer record. Choose the field that best matches how your team identifies invoices today.

(i) Filter by invoice status

ℹ️ Why this matters: Status filtering helps users focus on invoices at a specific stage, such as invoices that are still draft, already authorised, fully paid, or submitted for processing.

Use invoice status when users want to filter invoices by where they are in the Xero workflow, for example Draft, Authorised, Paid, or Submitted.

To use this filter, create a Jira custom field for invoice status and map it to the Xero Status field. The Status field is the label Xero uses to show the invoice stage.

Example mapping:

Example value in Jira:

💡 Tip: Use the same status wording that Xero expects. This helps the app match the value correctly when users refresh the Xero activity tab.

(ii) Filter by amount due or total

ℹ️ Why this matters: Amount filters help users find invoices based on money owed or the full invoice value, which is useful when finance or project teams need to check payment amounts quickly.

Use Amount Due when users need to find invoices with an outstanding balance. Use Total when users need to search by the full invoice amount, including amounts that may already be paid.

To use this filter, create a Jira custom field for the amount and map it to the matching Xero field, such as Amount Due or Total.

Example mapping:

Example value in Jira:

💡 Tip: Enter the amount in the same format your team uses in Xero. Avoid adding currency symbols unless your Jira field and Xero mapping are designed to include them.

(iii) Filter by invoice date or due date

ℹ️ Why this matters: Date filters help users find invoices by timing, such as invoices created on a specific date or invoices that are due for payment soon.

Use Invoice Date when users need to search by the date the invoice was issued. Use Due Date when users need to find invoices based on the payment deadline.

To use this filter, create Jira custom fields for the invoice date and/or due date, then map them to the matching Xero fields. This lets the app compare the date entered in Jira with the date stored on the Xero invoice.

Example mapping:

Example value in Jira:

💡 Tip: Use a consistent date format in Jira, preferably the same format your team uses when checking invoices in Xero. This makes the filter easier to understand and reduces date-entry mistakes.

(iv) Filter by reference, currency code, or contact name

ℹ️ Why this matters: These filters are useful when users do not know the invoice number but still have other identifying details, such as a purchase reference, the customer name, or the currency code used on the invoice.

Use these filters when users need a more flexible way to identify the right invoice. Reference usually stores a purchase order number, internal note, or customer reference. Contact Name is the customer or organisation name on the invoice. Currency Code is the three-letter currency value used by Xero, such as USD, GBP, AUD, or INR.

To use this filter, create Jira custom fields for the details your team wants to search by, then map each Jira field to the matching Xero invoice field.

Example mapping:

Example value in Jira:

💡 Tip: Start with Reference or Contact Name if those are values your team already enters on Jira issues. Use Currency Code when users need to narrow results by invoice currency. Enter the standard three-letter code exactly as it appears in Xero, for example USD, GBP, AUD, or INR.

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(v) Filter by tracking categories

ℹ️ Why this matters: Tracking categories help users narrow invoice results by the way your business organises work, such as region, project, department, branch, or cost centre. This is especially useful when several invoices have similar customers, dates, or amounts.

In Xero, tracking categories are labels used to group invoices by business area. For example, your team might use them to separate invoices by Region, Project, Department, Branch, or Cost Centre.

Where to set this up in Xero:

Accounting → Advanced → Tracking categories

⚠️ Important: A Xero organisation can have up to four tracking categories in total, but only two tracking categories can be active at one time. Each tracking category can have multiple options, such as different regions or project names.

For example:

Example Setup

ℹ️ Why this matters: Matching the Jira field to the correct Xero tracking category tells the app exactly which business label to compare. If Xero uses categories such as Region and Project, create matching Jira custom fields and map them to the same Xero tracking fields.

Example value in Jira:

⚠️ Note: When mapping tracking categories, make sure the Jira field is mapped to the same Xero tracking category. For example, map Tracking Region only with Tracking → Region, not with Project or any other tracking category.

Recommended Jira field setup

💡 Tip: You are right — this chart should include every Jira custom field used in the filter examples above, without skipping fields or repeating the same information. Use it as the single reference for field name, recommended Jira field type, example value, and matching Xero field.

Common customer use cases

ℹ️ Why this matters: These examples show practical ways teams can use Vamhi Xero Settings after Xero is connected and Jira fields are mapped. Use the scenario that matches how your team works today.