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Once connected, Ledgitify keeps a cached copy of the transactions it needs so your reports load instantly and Xero’s API limits are respected. Here’s how that cache stays current.

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When syncs happen

On connect

Your first sync runs automatically as soon as you connect Xero.

Nightly

Automatic overnight sync on Professional and Unlimited plans.

Near real-time

When an invoice or contact changes in Xero, a webhook triggers a sync within minutes.
You can also sync on demand at any time (all plans that have Xero connected): open Settings → Xero and choose Sync now.

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What gets synced

  • Bank transactions (spend and receive)
  • Bills and sales invoices
  • Manual journals
  • Contacts (as payee/supplier labels on transactions)
Only authorised / reconciled items are pulled. A bank line you haven’t reconciled in Xero yet won’t appear until you reconcile it.
Sync horizon. Ledgitify syncs from the start date of your oldest active project, so it doesn’t pull years of irrelevant history. If you later add a project with an earlier start date, the next sync automatically backfills the gap.

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Incremental vs. full resync

  • Sync now is incremental: it fetches only what changed in Xero since the last sync. Fast, and safe to run often.
  • Full resync re-scans your Xero history from the sync horizon. Use it if you think something is missing. It’s limited to once per hour to stay well within Xero’s daily API limits.

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Checking sync status and history

Settings → Xero shows your last sync and any error. For the full picture, open Settings → Sync history to see the last 50 runs with their status, how many transactions were added or updated, and any errors from that run.

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Changes and deletions in Xero

  • If a transaction you’ve already allocated is later edited in Xero, Ledgitify flags it as needs review so you can re-check your allocation rather than silently changing your report.
  • If a transaction is voided or deleted in Xero, Ledgitify flags an allocated one for review, or quietly excludes an un-allocated one.

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Reliability

Ledgitify handles Xero rate limits and transient errors automatically, retrying with a back-off, so a brief hiccup won’t fail your whole sync. If one type of record fails, the others still sync, and the error is recorded against that run in your sync history.