---
title: Using Xero Tracking Categories with WriteUpp Invoices
description: Discover how to use Xero Tracking Categories with WriteUpp to automatically track clinicians and locations on invoices exported to Xero.
---

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January 30, 2026

# Using Xero Tracking Categories with WriteUpp Invoices

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](https://central.xero.com/s/article/Set-up-tracking-categories)
- 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:

![Screenshot 2026-01-30 101343](https://knowledge.writeupp.com/hs-fs/hubfs/Screenshot%202026-01-30%20101343.png?width=670&height=379&name=Screenshot%202026-01-30%20101343.png)  
3.  Use the dropdowns to select:

- A Tracking Category for **Clinicians**
- A Tracking Category for **Locations**

These fields are optional and can be left blank if you don’t want to use tracking.

 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:

![Screenshot 2026-01-30 101754](https://knowledge.writeupp.com/hs-fs/hubfs/Screenshot%202026-01-30%20101754.png?width=492&height=623&name=Screenshot%202026-01-30%20101754.png)  
4.  Save your changes

Note: Tracking options are available for **clinical users only**.

#### **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:

![Screenshot 2026-01-30 102220](https://knowledge.writeupp.com/hs-fs/hubfs/Screenshot%202026-01-30%20102220.png?width=670&height=323&name=Screenshot%202026-01-30%20102220.png)  
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.

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    - [Creating and Editing in the App](https://knowledge.writeupp.com/en/writeupp-for-ios-android?hsLang=en#creating-and-editing-in-the-app)
    - [Managing your Patients in the App](https://knowledge.writeupp.com/en/writeupp-for-ios-android?hsLang=en#managing-your-patients-in-the-app)
    - [Security and Troubleshooting](https://knowledge.writeupp.com/en/writeupp-for-ios-android?hsLang=en#security-and-troubleshooting)
- [Stripe Integration](https://knowledge.writeupp.com/en/stripe-integration?hsLang=en#main-content)

    - [Introduction to Stripe](https://knowledge.writeupp.com/en/stripe-integration?hsLang=en#introduction-to-stripe)
    - [Switching from Square](https://knowledge.writeupp.com/en/stripe-integration?hsLang=en#switching-from-square)
    - [Connecting your Stripe Account](https://knowledge.writeupp.com/en/stripe-integration?hsLang=en#connecting-your-stripe-account)
    - [Stripe Fees](https://knowledge.writeupp.com/en/stripe-integration?hsLang=en#stripe-fees)
    - [The Stripe reader](https://knowledge.writeupp.com/en/stripe-integration?hsLang=en#the-stripe-reader)
    - [Stripe Online Payments](https://knowledge.writeupp.com/en/stripe-integration?hsLang=en#stripe-online-payments)
    - [Stripe FAQs](https://knowledge.writeupp.com/en/stripe-integration?hsLang=en#stripe-faqs)
- [CloudRx Integration](https://knowledge.writeupp.com/en/cloudrx-integration?hsLang=en#main-content)

    - [Introduction to CloudRx](https://knowledge.writeupp.com/en/cloudrx-integration?hsLang=en#introduction-to-cloudrx)
- [scan.com Integration](https://knowledge.writeupp.com/en/scan-com-integration?hsLang=en#main-content)

    - [Introduction to scan.com](https://knowledge.writeupp.com/en/scan-com-integration?hsLang=en#introduction-to-scan-com)
- [Mailchimp Integration](https://knowledge.writeupp.com/en/mailchimp-integration?hsLang=en#main-content)

    - [How to Connect to Mailchimp](https://knowledge.writeupp.com/en/mailchimp-integration?hsLang=en#how-to-connect-to-mailchimp)
- [Other Integrations](https://knowledge.writeupp.com/en/other-integrations?hsLang=en#main-content)

    - [The WriteUpp Open API](https://knowledge.writeupp.com/en/other-integrations?hsLang=en#the-writeupp-open-api)
    - [Square](https://knowledge.writeupp.com/en/other-integrations?hsLang=en#square)
    - [Xero](https://knowledge.writeupp.com/en/other-integrations?hsLang=en#xero)
    - [Healthcode](https://knowledge.writeupp.com/en/other-integrations?hsLang=en#healthcode)
    - [Microsoft 365](https://knowledge.writeupp.com/en/other-integrations?hsLang=en#microsoft-365)
    - [Heidi](https://knowledge.writeupp.com/en/other-integrations?hsLang=en#heidi)
    - [Physitrack](https://knowledge.writeupp.com/en/other-integrations?hsLang=en#physitrack)
    - [Wibbi](https://knowledge.writeupp.com/en/other-integrations?hsLang=en#wibbi)
- [Troubleshooting](https://knowledge.writeupp.com/en/troubleshooting?hsLang=en#main-content)

    - [Troubleshooting](https://knowledge.writeupp.com/en/troubleshooting?hsLang=en#troubleshooting)
    - [Trouble Logging In](https://knowledge.writeupp.com/en/troubleshooting?hsLang=en#trouble-logging-in)
    - [Troubleshooting FAQs](https://knowledge.writeupp.com/en/troubleshooting?hsLang=en#troubleshooting-faqs)
- [Release Notes](https://knowledge.writeupp.com/en/release-notes?hsLang=en#main-content)

    - [Latest Releases](https://knowledge.writeupp.com/en/release-notes?hsLang=en#latest-releases)

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