Overview
StayOnHire is built for the equipment hire and construction industry. It helps businesses manage labour, assets, and billing in one place — and now it integrates directly with Xero. With StayOnHire, you can schedule people, track equipment, capture costs, and send accurate invoices without switching between systems.
The reality for many hire businesses is messy admin, slow invoicing, and scattered spreadsheets. Jobs run across multiple projects, crews change daily, and equipment moves constantly. When billing is delayed or inaccurate, cash flow suffers. StayOnHire was designed to solve this problem at scale. Our platform provides an easy way to manage availability, capture work completed, and send clean data straight into Xero for billing.
This means less time chasing paperwork, fewer errors, and faster payments. Instead of re-entering the same data into multiple systems, StayOnHire becomes the single source of truth for your operations. The integration ensures that what happens in the yard, site, or field flows directly through to your accounts.
Key benefits for Xero users:
- Automate invoice creation directly from jobs, hires, and schedules.
- Match revenue with real usage — track hours, days, or project costs with accuracy.
- Reduce double data entry with two-way sync for customers, accounts, and payments.
- Improve cash flow by invoicing as soon as work is completed.
- Stay audit-ready with consistent, accurate financial records.
StayOnHire is more than invoicing. It’s a platform that unites three core areas of your business:
- Scheduling – See the availability of people and equipment in real time. Prevent underutilisation by knowing exactly what is free, booked, or on hire.
- Billing – Track revenue across projects, jobs, and assets. Bill based on usage, time, or project milestones.
- Maintenance – Monitor service, repairs, and compliance costs to understand the total cost of ownership.
By combining these, StayOnHire gives a clear picture of both utilisation and profitability. And with the Xero integration, that information doesn’t just stay in operations — it flows seamlessly into your financials.
Why businesses choose StayOnHire with Xero:
- Industry-specific: designed for hire, construction, and labour companies.
- Cloud-based: accessible anywhere, anytime, on desktop or mobile.
- Easy to use: simple setup, clean interface, and guided support.
- Scalable: from small contractors to growing hire fleets.
With StayOnHire and Xero, businesses can finally run projects, people, and finances in one connected system.
StayOnHire + Xero
The StayOnHire + Xero integration is designed to remove double handling, speed up billing, and ensure financial accuracy. It works by creating a seamless link between your operational data in StayOnHire and your accounting records in Xero.
How it works:
Contacts sync: Customers created in StayOnHire automatically sync with Xero, keeping your records aligned.
Invoice automation: Jobs, hires, or timesheets recorded in StayOnHire generate invoices in Xero. Billing can be based on hours, days, project stages, or metered usage.
Payments: Once payments are recorded in Xero, they sync back to StayOnHire, giving your team visibility into which jobs or hires are paid and which are outstanding.
Accounts mapping: StayOnHire connects revenue categories with your Xero chart of accounts, ensuring consistent coding.
Error handling: If something doesn’t match, you’ll get clear notifications to fix it quickly.
This two-way integration ensures that the financial story of your projects matches the operational reality.
Benefits for your team:
Field staff capture data once — no need to re-enter.
Admin teams save hours each week on manual reconciliations.
Finance teams see accurate invoices aligned to usage.
Managers gain live visibility into revenue and outstanding debt.
The integration was built with flexibility in mind. Whether you run a small hire business or manage a large fleet, you can:
Choose which data syncs automatically and which requires approval.
Configure invoice templates to match your billing style.
Align tax rates and codes with your Xero setup.
Use detailed reporting to track revenue against jobs, customers, or assets.
Technical details:
Secure cloud-to-cloud integration.
Uses Xero’s official API for stability and compliance.
Supports multi-user access with role-based permissions.
Data is encrypted in transit and at rest.
The result is a workflow that reduces bottlenecks, prevents errors, and gives confidence in every invoice.
Getting started
Getting started with StayOnHire and Xero is simple. The easiest way to begin is by selecting the “Get this app” button on this Xero App Store listing. That button takes you directly into the signup and connection process, without needing extra steps.
Once you’ve signed up, the setup process is guided and easy to follow.
Step 1: Create your StayOnHire account
Click “Get this app” on the listing.
Sign up with your business details.
Confirm your email and log in.
Step 2: Connect to Xero
From your StayOnHire dashboard, select “Connect to Xero.”
Log in with your Xero credentials.
Authorise StayOnHire to access your data securely.
Step 3: Configure your settings
Map your revenue accounts and tax codes.
Choose which customer and invoice details should sync automatically.
Set up invoice templates that match your branding.
Step 4: Start scheduling and billing
Add jobs, hires, or timesheets in StayOnHire.
Generate invoices directly from that activity.
Watch them appear instantly in Xero.
Step 5: Track payments
Payments recorded in Xero sync back into StayOnHire.
Get visibility of paid vs outstanding invoices in your operations dashboard.
Tips for a smooth start:
Begin with one project or hire before rolling out across the business.
Use sample data to test your settings.
Invite your finance team early so they can align chart of accounts.
Support options:
In-app help guides and tooltips.
Email support from the StayOnHire team.
Training resources for staff adoption.
Businesses usually have their integration up and running within the same day. There’s no complex installation — it’s all cloud-based and guided.
With StayOnHire and Xero working together, you’ll eliminate double entry, cut down admin hours, and get invoices out faster. That means more time running your business and less time chasing paperwork.
