Xero COI Tracking — Know Who's Compliant Before You Pay the Bill
Xero knows who you pay. Soon it will know whether their insurance is still in force.
We're building a native Xero integration, launching by the end of November 2026. Connect Xero and your suppliers will come in as subs, linked by name to the ones you already track. Each matched contact will then carry a PDF named for the sub's compliance status, saying why they aren't compliant and what expires next.
One email when it ships · Waitlist members get to try it first
The bill gets approved in Xero. The COI lives somewhere else.
A sub gets set up as a contact in Xero so they can be paid, and their certificate gets chased in a spreadsheet or a shared folder. The bill is approved on Friday; the certificate lapsed on Tuesday, and nothing in the pay run knew.
Paying a lapsed sub
Nothing in Xero flags a supplier whose general liability expired last month. The bill is legitimate, so it gets paid — the insurance is the part nobody checked.
A second tab nobody opens
Whoever approves bills works in Xero. Asking them to cross-check a compliance spreadsheet for every supplier, every pay run, is a step that quietly stops happening.
A status that's already stale
A note typed onto a contact in March says nothing about June. A policy lapses at midnight on its own, so a status someone has to remember to update is wrong by default.
How the Xero integration will work
Xero stays the record of who you pay. TrackMyVendor stays the record of whether they're cleared to work, and puts that answer on the contact where the payment decision gets made.
Sign in with Xero
Click Connect in TrackMyVendor and approve access on Xero's own page. No API key to copy, and your Xero password never reaches us.
Choose which suppliers are subs
Pick the Xero contacts you pay as suppliers. You'll see how many will be added and linked before anything changes.
Matched by name
A supplier whose name matches one sub, ignoring punctuation and endings like LLC or Inc, is linked to it. One with no match is added. Two possible matches wait for you to pick.
The status follows the sub
Each matched contact gets a status PDF, replaced when a renewal comes in or a date is corrected, and re-checked every night. New Xero suppliers come in when you click Sync now.
What your bookkeeper will see on the contact
One PDF in the contact's files, named for the status so it reads without being opened:
- TrackMyVendor - COMPLIANT.pdf
- TrackMyVendor - NOT COMPLIANT.pdf
- TrackMyVendor - NO DOCUMENTS ON FILE.pdf
Inside: the sub's status and why, what expires in the next 30 days, and a link back to the sub. It's the same PDF QuickBooks Online customers already get on their vendors, so it will say exactly what the sub's badge in TrackMyVendor says.
What it will write to Xero — and what it will never touch
It's your accounting file. The integration is designed to be narrow.
It will
- Read your suppliers' names and contact details, to add and link subs
- Add its own status PDF to the contacts you matched
- Replace that PDF when the status or anything on it changes
It will never
- Change a contact's name, address, tax number or any other field
- Touch bills, payments, accounts or any accounting data
- Write anything to a contact that isn't linked to a sub
- Delete your files: disconnecting stops updates and leaves the last PDFs in place
Get the Xero integration first
Leave your work email and we'll write once, the week it goes live, and invite you to connect before it opens to everyone.
Everything behind the status works today
The Xero connection is the last step. The part that keeps the status accurate is already live, so your subs can be on file and ready to match the day Xero connects.
Subs upload their own renewals
A sub gets a secure link: no login, no account, done from their phone. The certificate is read automatically, so the expiration dates and limits are in place without anyone typing them. AI COI parsing →
Bring your Xero supplier list in now
Export your contacts from Xero as a CSV and import them as subs today (bulk import is on Starter and Pro). When the integration launches, it will link those subs to their Xero contacts by name rather than adding them twice. Import and export →
Checked against your requirements, not just the date
A certificate can be current and still carry $1M where you require $2M. Set your minimums once, and a shortfall shows up next to the expirations. COI tracking →
Questions about the Xero integration
When will the Xero integration be available?
Which plan will include it?
Will it change data in my Xero organization?
Do I need to give you a Xero password or API key?
Can I use TrackMyVendor with Xero before the integration ships?
Is there a QuickBooks version?
On QuickBooks Online? See the live QuickBooks integration →
Get your subs on file before Xero connects
Start collecting COIs, W-9s and licenses today. When the Xero integration launches, your subs will be ready to match.
Start free — no credit cardFree for your first 25 subs · 30-day trial on paid plans
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