Xero time tracking
Turn tracked time into Xero invoices without re-keying
Fortis Time Management gathers the billable hours for a client, builds the invoice with VAT, and sends it to Xero as a draft sales invoice matched to the right contact. Your finance team checks it in Xero and sends it from there — Xero stays the source of truth.
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What the Xero connection does
Invoices as Xero drafts
Each invoice goes to Xero as a draft sales invoice with its lines in place and the client's PO number as the reference. Xero assigns the invoice number.
Contacts kept in step
Link each client to a Xero contact (same names match automatically). Name, account number, contact, email, phone, address and postcode can be synced.
Only approved, unbilled time
Already-invoiced time, running timers, future-dated time and weeks not yet approved are left out, so nothing is billed twice.
From timesheet to Xero, step by step
The invoice is built from the time your team actually logged, so every line ties back to real work.
Pick a client and dates
Choose the client and a from/to range. A line is added per project and rate — and per person when you bill by person.
UK VAT applied
Set your tax label and default rate (20% out of the box) in Settings. The rate is fixed on each invoice when it's created.
Retainer invoices
Bill a retainer client's month as a single line. Each month can only be billed once.
Send, re-sync, view
Send to Xero, re-sync after a change, or open the invoice in Xero from the invoice itself.
Clear errors
If Xero ends the authorisation you'll see Reconnect needed, and an admin reconnects in one click.
Hide staff names
Billing by person? Tick one box to leave staff names off the invoice PDF and Xero.
Connecting takes a couple of minutes
Connect
An admin opens Settings → Xero, signs in to Xero and picks the organisation.
Link clients
Match each client to a Xero contact and add a PO number if they need one.
Create the invoice
Raise it from the client's unbilled time or retainer month.
Approve in Xero
Send it to Xero as a draft, then approve and send it to the client from Xero.
Which plan? Invoicing and the Xero integration are on Team and above. Xero is the only accounting integration today — QuickBooks, Sage and FreeAgent are coming soon. Compare plans
Common questions
Does Fortis Time Management send invoices to my clients?
No. It sends them to Xero as drafts. You review, approve and send them to the client from Xero, so your normal Xero process and numbering stay in charge.
What exactly is sent to Xero?
Client contact details (when you sync a client or send an invoice) and invoices as draft sales invoices, with the client's PO number as the Xero reference.
Can I use a different VAT rate on individual lines?
Not today. Each invoice uses one tax rate — your default from Settings, fixed when the invoice is created. There's no per-line rate or reverse-charge option, so check with your accountant which rate applies.
Does it work with QuickBooks, Sage or FreeAgent?
Not yet — they're coming soon. Xero is the only accounting integration available today.
See it with your own eyes
Open a fully loaded agency workspace in your browser — no signup, no sales call.