SimPro
SimPRO runs the jobs. Xero runs the books. The Accounting Link connects them - so what happens in the field ends up in your accounts without anyone re-entering a number
Everything on this page comes from configuring, reconciling, and cleaning up SimPRO's Accounting Link inside Xero - across trades and field service businesses with different job structures, invoicing workflows, and BAS complexity. This is what we have learned
What SimPro does
Features
SimPRO handles everything from the first customer call through to the final invoice - quote, schedule, dispatch, track, and bill, all in one system The Accounting Link then pushes the financial results - invoices, credits, contacts, and timesheets - directly into Xero
Quoting
Build detailed quotes with labour, materials, and markup built in. Multi-stage quotes for complex projects. Convert accepted quotes directly to jobs without re-entering data
Scheduling and dispatch
Drag-and-drop scheduling board. Assign jobs to technicians based on location, skills, and availability. Field staff see their schedule and job details on the mobile app
Inventory and parts
Track stock levels across warehouses and vehicles. Raise purchase orders against jobs. Costs flow through automatically to job profitability
Timesheets
Field staff clock on and off jobs via the mobile app. Time is allocated to jobs automatically. In Australia, New Zealand, the UK, and Ireland, timesheets sync directly to Xero payroll
Job cost tracking
See labour, materials, and subcontractor costs against the original quote in real time. Know whether you are profitable before you raise the invoice
Invoicing to Xero
Generate invoices directly from completed jobs and push them to Xero through the Accounting Link. No double entry. Contacts, amounts, tax codes, and tracking categories transfer automatically
Best for
- electrical contractors and solar installers
- plumbing and gas fitting businesses
- HVAC and refrigeration contractors
- fire protection and suppression businesses
- security and access control companies
- any trades business managing field teams, job costs, and recurring maintenance
Integration mapping
Shared data between Xero and SimPro
The SimPRO Accounting Link handles the sync. Contacts move in both directions. Financial transactions - invoices, credits, and timesheets - flow from SimPRO into Xero. Xero stays the single source of truth for your accounts, BAS, and financial reporting
Contacts
Invoicing & Credits
Timesheets (AU, NZ, UK, IE only)
Getting started
How to connect SimPRO to Xero
Connect SimPRO to your Xero organisation, map your chart of accounts and cost centres, then align job costing categories between both systems
Before you start
- confirm you have Xero Standard or Advisor access
- have your chart of accounts ready - you will map SimPRO income, expense, and tax codes to Xero accounts during setup
- decide on tracking categories if you use them in Xero - these can be mapped from SimPRO job types or cost centres
Enable the Accounting Link in SimPRO
- go to Setup Integrations Accounting Link
- select Xero as your accounting platform
- authorise the connection - you will be redirected to Xero to approve access
- select the correct Xero organisation if you have multiple
Map your accounts and tax codes
- map SimPRO income types to the correct Xero revenue accounts
- map SimPRO cost types to your Xero expense accounts
- map SimPRO tax codes to Xero tax rates - GST on income and expenses must map correctly or your BAS will be wrong
- configure tracking category mapping now if you use them in Xero
Sync your contacts
- run an initial contact sync - push SimPRO customers and suppliers into Xero, or pull from Xero depending on where your data lives
- review for duplicates before syncing - merging contacts after the fact is time-consuming
- confirm default payment terms are correct for customer contacts in both systems
Configure timesheet sync (if applicable)
- AU, NZ, UK, and Ireland only - enable under Setup Integrations Accounting Link Timesheets
- map SimPRO pay items to the correct Xero payroll pay items
- confirm your Xero pay period matches how you run payroll - timesheets push at the end of each period
Test with a real invoice before going live
- raise a test invoice in SimPRO and push it to Xero
- confirm it arrives in the correct account with the correct tax code
- check the customer contact matches - no duplicates, correct payment terms
- if credits are involved, create a test credit note and allocate it in Xero manually - this will always be a manual step, build it into your process
Things to know
What to watch out for
SimPRO is powerful, but it is not forgiving. The setup decisions you make at the start affect every invoice and every BAS for years to come
Credits don't auto-allocate
Credits pushed from SimPRO arrive in Xero as standalone credit notes. They do not automatically apply to the related invoice. Someone needs to manually allocate them in Xero every time - build that step into your weekly bookkeeping process
Implementation takes weeks
SimPRO has one of the steeper onboarding curves in the trades software market. Configuring workflows, importing data, mapping accounts, and training field staff takes several weeks. Budget for it properly before you go live
Account mapping errors are painful
If you map the wrong Xero accounts during setup, every invoice pushed from SimPRO will post to the wrong place. Finding and correcting bulk miscoding after months of transactions is a significant task. Get the mapping right the first time
Timesheet sync is region-limited
Timesheet syncing to Xero payroll is only available in Australia, New Zealand, the UK, and Ireland. If you operate outside these regions, timesheets need to be managed separately between SimPRO and your payroll platform
No free trial
SimPRO does not offer a self-serve free trial. You need to book a representative-led demo. Given the investment involved in setup and training, make sure you see your specific workflows demonstrated before committing
Pricing isn't published
SimPRO does not list pricing on its website. Fees vary by the number of users and the modules you need. Contact SimPRO directly for a quote based on your team size and required functionality
Pricing
What SimPRO costs
Pricing model
Quote-based - pricing is not published and varies by team size and modules required
What to budget beyond the subscription
Meaningful setup investment on top of the licence, particularly for the full suite
The Digit view
The Accounting Link configuration is a separate project - allow weeks for implementation before the system embeds properly
Frequently asked questions