“Logistics is about movement, your financial data should move just as freely as your freight.”

In most freight forwarding businesses, operations and accounting teams live in different systems. The logistics team runs day-to-day workflows in CargoWise, while the finance department processes invoices and payments through Xero. And unless these two systems are integrated, the same financial data has to be entered, verified, and reconciled manually, sometimes more than once.

That not only wastes time, but it also increases the risk of human error, delays reporting, and complicates month-end closing.

This is where real-time financial integration between CargoWise and Xero becomes revolutionary. It eliminates the disconnect and keeps everything connected, automatically.

So, what exactly can you integrate between these two platforms? Let’s take a closer look.

Why Integrate Financial Data Between CargoWise and Xero?

When your TMS and accounting software don’t talk to each other, your finance team is constantly catching up. They’re pulling invoices from CargoWise, checking totals, uploading PDFs, re-entering data, and trying to match payments manually.

This approach leads to:

  • Duplicate work
  • Invoice mismatches
  • Delayed cash flow
  • Difficult audits and reconciliations

By integrating key financial data between CargoWise and Xero, your accounting process becomes smoother, faster, and far more accurate.

Here’s What You Can integrate

At IntegrationGo, we’ve helped dozens of logistics companies build reliable integrations between CargoWise and Xero. Here are the core financial data points we make sure are fully automated:

1. Accounts Receivable (AR)

  • AR data integration helps your finance team track incoming payments without delay.
  • Customer invoices raised in CargoWise automatically appear in Xero
  • Payment terms, due dates, and tax codes carry over
  • When customers pay via Xero, the payment is reflected back in CargoWise
  • Status updates help you stay on top of what’s paid, due, or overdue

2. Accounts Payable (AP)

Whether you’re managing freight vendor bills or handling local expenses, AP integration simplifies supplier management.

  • Supplier invoices in CargoWise push directly to Xero’s AP module
  • Line items, GST/VAT codes, and vendor names are retained
  • When you pay a bill in Xero, the job cost status in CargoWise updates accordingly
  • Credit memos or corrections are reflected in both systems automatically

3. Invoices

All freight-related charges (customer or vendor) that are generated in CargoWise can be connected in full detail:

  • Charge descriptions and service types
  • Cost centers and departments (if you track profitability)
  • Tax-inclusive or exclusive rates
  • Invoice statuses (draft, approved, sent, paid)

This ensures invoices aren’t missed, and clients are billed faster, with fewer manual steps.

4. Credit Notes

Refunds, discounts, or overbilling adjustments can be tricky to manage across systems, but not with integration.

  • Credit notes created in either system are pushed to the other
  • Adjustments reflect in the correct accounts and are linked to the original invoice
  • Your reporting stays clean, and financial records remain audit-ready

5. Journal Entries

CargoWise often generates journal entries for freight charges, taxes, adjustments, and internal transfers. Instead of manually re-keying them:

  • These journal entries can be sent to Xero’s general ledger
  • You maintain a clear trail of how charges affect your financial accounts
  • Multi-currency entries and exchange rate data can also be synced for international billing

6. Payment Details

  • Syncing payment information makes a huge difference in cash flow tracking and reconciliation.
  • When payments are recorded in Xero, the related invoices in CargoWise update instantly
  • Part-payments, split payments, or adjustments are handled correctly
  • Your operations team no longer needs to email finance for payment status

What are the Real Benefits?

Syncing financial data between CargoWise and Xero doesn’t just save time, it gives you a clear, real-time view of how your business is performing. Here’s what logistics companies typically gain:

  • Faster billing and collections
  • Cleaner audit trails and tax compliance
  • Fewer missed or duplicated invoices
  • Time saved across operations, accounting, and admin
  • Improved decision-making with real-time reporting

It also keeps your team focused on higher-value work, like strategy, forecasting, and customer service, instead of data entry.

Can This Be Customized to My Business?

Absolutely. At IntegrationGo, we tailor every integration to match your specific workflow. Whether you:

  • Operate in a single currency or multiple currencies
  • Manage multiple branches or cost centers
  • Require approval workflows or batch posting
  • Need a full AR+AP integration or just invoice sync

We build the integration to fit you, not the other way around.

Conclusion

Your finance team should be focusing on insights, not inputs. If you’re still manually transferring invoice and payment data between CargoWise and Xero, you’re creating unnecessary work and slowing down your own business.

With real-time financial integration, you can move faster, stay compliant, and reduce headaches at month-end.

Ready to Automate Your Finance Process?

Let IntegrationGo help you integrate CargoWise with Xero, so your data stays in sync, and your team stays focused.

Book your free consultation today, and let’s build your integration plan.