Unleashed

Unleashed gives product businesses real-time visibility over stock across multiple warehouses and sales channels - with cost of goods sold, purchase orders, and inventory values flowing straight into Xero

Everything on this page comes from integrating and reconciling Unleashed with Xero for product businesses - configuring inventory accounts, COGS journals, and making sure stock values on the balance sheet actually match what is in the warehouse. This is what we have learned

Inventory

Organic flour342

Vanilla extract18

Packaging boxes4

What Unleashed does

Features

Full inventory management with real-time stock levels, landed costs, batch and serial tracking, and assembly/BOM support - all synced to Xero Covers the full supply chain from purchase orders through to sales fulfilment, with COGS journals posted to Xero automatically

Real-time stock levels

Know exactly what you have, where it is, and what it is worth across every warehouse. Reorder alerts flag low stock before you run out

COGS to Xero

Cost of goods sold journals post to Xero automatically when sales are completed - your P&L reflects true gross margins, not just revenue

BOM and assemblies

Build finished products from component parts with bill of materials support. Assembly costs roll up automatically and feed into inventory valuation

Multi-warehouse

Track stock across multiple locations with inter-warehouse transfers. Each warehouse maintains its own stock counts and values

Batch and serial tracking

Trace individual items or batches from purchase through to sale. Essential for recalls, warranty tracking, and regulated industries

Sales channel sync

Connect Shopify, Amazon, WooCommerce, and other channels. Stock levels update across all platforms as orders come in and shipments go out

Best for

manufacturers assembling products from raw materials (BOM)
wholesalers and distributors managing multi-warehouse stock
product businesses selling across multiple channels
businesses needing batch or serial number traceability
anyone who needs accurate COGS in their Xero P&L

Integration mapping

Shared data between Xero and Unleashed

Xero

Unleashed

Sales

Sales Invoices

Sales invoices created in Unleashed are pushed to Xero as approved or draft invoices, complete with line items, tax codes, and tracking categories

Sales Invoices

Credit Notes

Credit notes from returns or adjustments in Unleashed are posted to Xero and linked to the original invoice automatically

Credit Notes

Payments

When a customer pays an invoice in Xero, the payment status syncs back to Unleashed so your sales team can see which orders are paid and which are outstanding

Payments

Purchasing

Purchase Bills

When goods are received against a purchase order in Unleashed, the supplier bill is created in Xero with correct line items, quantities, and landed cost allocations

Purchase Bills

Supplier Credits

Supplier credit notes from returns or short shipments in Unleashed are posted to Xero and linked to the original bill

Supplier Credits

Inventory & Accounts

COGS Journals

When a sale is completed, Unleashed posts a COGS journal to Xero debiting cost of sales and crediting the inventory asset account - this is what makes your gross margin accurate

COGS Journals

Stock Adjustments

Stock adjustments from write-offs, stocktakes, or assembly completions post to Xero as journal entries, keeping inventory asset values in sync between both systems

Stock Adjustments

Contacts

Customer and supplier records sync between both systems - new contacts created in Unleashed appear in Xero, and updates to contact details flow in both directions

Contacts

Chart of Accounts

Your Xero chart of accounts syncs into Unleashed so invoices, bills, and journals are coded to the correct revenue, expense, and asset accounts at source

Chart of Accounts

Tax Rates

Your Xero tax rate list syncs into Unleashed so sales and purchase transactions use the correct GST treatment from the start

Tax Rates

Xero to Unleashed

Unleashed to Xero

Bidirectional

Getting started

How to connect Unleashed to Xero

Authorise Unleashed with your Xero organisation, map your inventory accounts and cost of goods sold categories, then sync your products and pricing

Before you start

confirm you have Xero Advisor access - a Standard user cannot authorise the integration
have your Xero chart of accounts finalised - Unleashed will pull account codes from Xero, and changing them after setup means remapping
decide on your inventory costing method (FIFO or weighted average) before connecting - this cannot be changed after transactions are recorded

create an Unleashed account at unleashedsoftware.com - 14-day free trial, no credit card required
in Unleashed, go to Integration Xero and click Connect
you will be redirected to Xero - review the permissions and click Allow access
select the correct Xero organisation if you have more than one

Map your accounts

set the sales revenue account for sales invoices (e.g. Sales - Products)
set the cost of goods sold account for COGS journals (e.g. Cost of Goods Sold)
set the inventory asset account for stock on hand (e.g. Inventory)
set the stock adjustment account for write-offs and stocktake variances
map any additional accounts for shipping, discounts, or surcharges if you use them

Import your products and contacts

import your product catalogue - you can upload via CSV or create products manually
import existing customers and suppliers from Xero or upload a CSV
set opening stock quantities and costs for each product
configure warehouses if you operate from multiple locations

Test the full cycle

create a test purchase order, receive the goods, and confirm the bill appears in Xero with the correct account codes and GST treatment
create a test sales order, complete it, and confirm the invoice and COGS journal both appear in Xero
check the inventory asset account in Xero - it should reflect the stock value shown in Unleashed
if the numbers do not match, check your opening balances and account mapping before processing real transactions

Things to know

What to watch out for

Unleashed is powerful but the Xero integration has some sharp edges - especially around inventory valuation and journal timing

Inventory balance drift

The inventory asset account in Xero should match the stock value in Unleashed. If it drifts, something was posted incorrectly or opening balances were wrong - reconcile monthly, not yearly

COGS journal timing

COGS journals post when sales are completed in Unleashed, not when invoiced. If your team invoices before shipping, the COGS hits Xero later than the revenue - this is correct but confusing at month end

Costing method is permanent

Weighted average or FIFO - once you choose and start transacting, you cannot switch. Get your accountant involved before setup, not after

Landed costs need setup

Freight, duty, and other landed costs can be allocated to stock value, but only if you configure cost groups and allocation methods correctly. Most businesses skip this and undervalue their inventory

Xero product items conflict

If you have existing tracked inventory items in Xero, they will conflict with Unleashed. Disable inventory tracking in Xero and let Unleashed be the single source of truth for stock

Pricing

What Unleashed costs

Pricing model

Per user, based on modules - plans scale from small product businesses to multi-warehouse operations

Free trial

14 days, no credit card required

View current pricing on the Unleashed website

What we do

We handle the Xero side of Unleashed

Talk to us

Account mapping and opening balances configured correctly

Inventory, COGS, and stock adjustment accounts configured before you start trading

COGS journals reconciling every month

Stock values on your Xero balance sheet match what Unleashed reports in the warehouse

Costing method and chart of accounts guided

We help you make the structural decisions before you commit - these are hard to change later