Xero Tracking Categories allow you to report on different areas of your business, such as clinicians or locations. If you use Tracking Categories in Xero, you can now map them in WriteUpp so they are automatically included when exporting invoices, saving you from adding them manually in Xero.

This guide explains how to set this up.

Before you start

• You must already have Tracking Categories set up in Xero
• A maximum of two Tracking Categories can be active in Xero at any one time
• Your WriteUpp site must be connected to Xero
• Location tracking requires multiple locations to be enabled in WriteUpp

Step 1: Select Tracking Categories on the Xero Integration Screen

First, choose which Xero Tracking Categories you want to use for clinicians and/or locations.

1. Go to Main Menu → Integrations & Add Ons→ Xero → Configure

2. Scroll to the 'Tracking Categories' section:

3. Use the dropdowns to select:

• A Tracking Category for Clinicians
• A Tracking Category for Locations

4. Click Save

Once selected, WriteUpp will pull in the available options from Xero for use elsewhere in the system.

Step 2: Assign Tracking Options to Clinicians

If you’ve selected a Tracking Category for clinicians:

1. Go to Main Menu → Settings → Users

2. Open the 3 dot menu for a clinical user and click Edit Profile

3. Use the Xero Tracking Category dropdown to select the relevant Xero option for that clinician:

4. Save your changes

Step 3: Assign Tracking Options to Locations

If your site has multiple locations enabled and you’ve selected a Tracking Category for locations:

1. Go to Main Menu → Settings → Organisation

2. Edit the relevant Location

3. Select the appropriate Xero Tracking Category option from the dropdown:

4. Save your changes

Step 4: Export invoices to Xero

When you export an invoice to Xero:

• The Tracking Category name and option will be applied automatically to each appointment line item
• The clinician is taken from the clinician resource attached to the appointment
• The location is taken from the appointment location

Once exported, the invoice in Xero will already include the correct Tracking Categories, with no manual edits needed!

What happens if something changes in Xero?

• If a Tracking Category or option is deleted or changed in Xero, WriteUpp will simply ignore it
• The invoice export will still succeed
• You’ll need to return to WriteUpp and assign a new option, if required.

Updated on: 30/01/2026