Power BI is a leading tool for financial analysis, yet it doesn’t support direct connections to Xero. This can confuse many Power BI users, as Xero excels as a top accounting software provider.
Up until 2022, there was a built-in Xero app that enabled users to analyze Xero data within a pre-configured Power BI dashboard. However, this app has been removed, complicating the process to connect Xero data to Power BI.
Nonetheless, you can still connect Xero to Power BI and set up automatic data refresh. This article details the steps involved in creating this connection.
Importance of Connecting Xero to Power BI
For companies seeking better insights and reporting capabilities, this integration is crucial.
Firms with Multiple Xero Accounts: This includes accountancy firms, retail businesses that maintain one account per branch, real estate companies managing accounts for each property, and entrepreneurs overseeing multiple companies. Power BI can consolidate data from different Xero accounts, providing clear financial statements across all business segments.
Organizations Creating Custom Management Reports: Extracting data manually from Xero can be time-consuming, often leading to delays. By connecting Xero data to Power BI, you eliminate the need for manual exports and unlock opportunities for advanced data visualization and custom analysis.
Businesses Handling Reports from Various Sources: Combining Xero data with information from other platforms within Power BI is common when preparing management reports for investors. This integration allows for a more comprehensive overview of the business.
If any of these scenarios resonate with you, the method outlined below is one of the easiest ways to link Xero data to Power BI.
How to Integrate Xero to Power BI
Xero offers an API that facilitates automatic data connections. API stands for “Application Programming Interface,” allowing you to interact with your Xero application by writing your own code. Your code will make requests to the Xero API, yielding extracted data.
Creating your own code for API data extraction can be complex. An earlier article on key principles for writing custom connector code can guide you as you start.
If coding isn't your preference, ready-made code to connect Xero to Power BI is available. Below, we'll explain the data format that the API provides.
Using Xero Data in Power BI
The information obtained from the Xero API is organized into different tables. You’ll need to write a separate code snippet for each table to extract data. You can find all available columns for each table in the provided documentation.
The primary table for your analysis in Power BI is called JournalLines. Each entry in this table represents a transaction, containing vital details such as net and gross amounts, account grouping, and transaction descriptions.
Tracking categories are also essential for many clients. You can extract the tracking category for every transaction through the TrackingCategory table.
The Journal table helps you categorize transactions into specific financial statement accounts.
The Contacts table reveals how much is owed to you by your contacts or how much you owe them.
Finally, the Bank Transaction table shows the currency code and exchange rate for every banking transaction, along with information on reconciled transactions.
If you collaborate with us to extract your Xero data into Power BI, you’ll receive guidance to pinpoint the exact data necessary for crafting your Power BI reports.
Extracting Data from Multiple Xero Accounts into Power BI
For Xero accounting partners, managing multiple accounts grouped under one Xero instance is common. With our connector, it becomes feasible to extract all account data into a single dataset. Furthermore, if you add new accounts later, the data extraction will automatically include those as well.
Integrate Xero to Power BI - Quick Setup Process
Our streamlined setup process ensures that Xero data is imported into an Azure SQL Server database that you own. Once the database is in Azure, you can connect it to Power BI using the native Azure SQL Server connector.
If you choose to work with us to extract your data from Xero into Power BI, we will set up our connector for you. The steps involved include:
Access Coordination: We will require access to your Xero and Azure accounts and will guide you through the approval process.
Script Installation: We’ll implement our Python script that extracts data from Xero to Azure. A demonstration of this function is available.
Scheduling Automations: We will set the script to run at scheduled intervals to ensure automatic data refresh.
Once the Xero data is extracted, you’ll be able to integrate it within Power BI for your reporting needs.
Conclusion
The Xero Power BI connector mentioned in this article allows for effective data extraction across multiple Xero accounts, enabling seamless consolidation. With our connector, you'll gain specialized consultancy support to find the specific data required for your needs.
