The Xero integration connects ActiveManage to Xero accounting organisations. Xero notifies ActiveManage when things change, which keeps data current without repeatedly asking.
The 60-day problem
A Xero authorisation expires 60 days after it was last granted. When it lapses, Xero stops sending notifications and data is missed — which often requires a full resynchronisation to put right.
The failure is quiet. Nothing breaks visibly and no error appears; data simply stops arriving, and it can be weeks before anybody notices the accounts do not match.
The warning system
A daily task exists for exactly this. It warns the people you nominate once an integration is within a set number of days of expiring, and keeps warning every day until it has been re-authorised. The repetition is deliberate — a single e-mail is far too easy to miss.
Setting it up
Two settings sit on each Xero connection:
- Notification recipients — one e-mail address per line. Leave it blank and no warnings are sent at all, which means a connection nobody has configured will lapse in silence.
- Days before expiry — how early to start warning. Default 7.
Recommendations
- Set recipients on every Xero connection. Blank is not a safe default here. This is the single most useful thing in this article.
- Use a shared mailbox or a distribution list, never one person's address. Sixty-day cycles have a way of landing during annual leave.
- Consider more than seven days if re-authorising needs somebody with Xero administrator rights who is not always available.
- Re-authorise promptly. The warning is the cheap part; the resynchronisation after a lapse is not.
If warnings are not arriving
They are sent from the system e-mail account — the same one used for password resets. Check that account and the E-mail Log.