Re-Leased supports Xero tracking categories, empowering you to tag property-related transactions for enhanced reporting in Xero. This guide explains how to create tracking categories in Xero, configure property tracking defaults in Re-Leased, and ensure transactions automatically link to the correct property after a sync.
Regional Note: If your business operates within the Asia-Pacific or Europe regions, you may encounter regional-specific terms like "GST" in Asia-Pacific and "VAT" in Europe. For a comprehensive list of terms and their equivalents, please refer to our Glossary of Regional Terminology.
Overview
Xero supports two active tracking categories. Re-Leased integrates with both, allowing you to assign tracking category defaults to each property. These defaults automatically populate on invoices generated from the property, ensuring consistent tracking across all property-related transactions. You can designate one tracking category as the "property matching" category, which syncs with the Related Property field on invoices and allows invoices created in Xero to match to the correct property in Re-Leased.
Step 1: Create Tracking Categories in Xero
Tracking category setup begins in Xero. You need to create the tracking categories and their options before they can be used in Re-Leased.
- In Xero, go to Accounting, then Advanced, and select Tracking categories.
- Create a tracking category and name it appropriately (e.g., Property).
- Add category options that correspond to each property in Re-Leased. This creates a direct match for accurate tracking.
Note: Xero supports up to two active tracking categories. You can create a second tracking category for additional reporting purposes (e.g., "Department" or "Tenancy"). Both tracking categories are available for use as property tracking defaults in Re-Leased.
Step 2: Import Tracking Categories into Re-Leased
After creating your tracking categories in Xero, import them into Re-Leased by running a sync.
- In Re-Leased, click the Sync icon in the secondary navigation bar, then click Start Sync.
- Confirm the tracking categories have been imported under Settings > General > Tracking.
Tracking categories are managed in Xero. The list in Re-Leased is not editable — any changes to tracking category names or options must be made in Xero and then synced.
Step 3: Configure Property Tracking Defaults
With tracking categories imported, you can now assign tracking defaults to individual properties. These defaults automatically populate on all invoices generated from the property.
Navigate to Property Tracking
- Go to Properties from your dashboard or main menu.
- Select the property you wish to configure from your property list.
- Click Property Tracking in the left sidebar.
Assign Tracking Category Defaults
The Property Tracking page displays both available Xero tracking categories. For each tracking category you want to use as a default:
- Click the dropdown for the tracking category.
- Select the appropriate tracking option for this property.
- The selected option will automatically apply to all invoices generated from this property.
Set Property Matching
One tracking category must be designated as the "property matching" category. This category syncs with the Related Property field on invoices and allows invoices created in Xero to match to the correct property in Re-Leased.
- Choose the tracking category that best represents your property structure.
- Click Set as Property Matching next to that tracking category.
- A Property Matching badge will appear next to the selected category.
Note: Only one tracking category can be set as the property matching category. To change it, click Stop Property Tracking on the current property matching category, then set a different category as property matching.
Save Your Configuration
- Review your tracking category selections.
- Click Save to apply your changes.
Disable Property Auto-Matching
By default, Re-Leased automatically sets the Related Property field on invoices based on the tracking option assigned to the property. If your company does not use tracking categories or you prefer to select properties manually on invoices, you can disable this behavior.
- Navigate to Settings > Manage Add-ons and Integrations.
- Click View Details on the Xero tile.
- Select the Settings tab.
- Enable the Disable property auto-matching toggle.
When enabled, the property field on invoices will no longer be automatically set based on tracking options. You can select properties manually on each invoice instead. Tracking category defaults configured on the Property Tracking page will still apply to invoice lines as normal.
Note: This setting is useful for companies that do not use tracking categories but still need to assign properties to invoices, as well as companies that prefer manual control over property assignment.
How Property Tracking Defaults Work
When you configure tracking defaults for a property, Re-Leased automatically applies these defaults when generating:
- Rent invoices from tenancy templates
- Repeating invoices
- Outgoings and operating expense invoices
- Instalment invoices
- Budget-related invoices
- Late fee invoices
- Management fee invoices
This automation reduces manual data entry and ensures consistent tracking across all property-related transactions.
Understanding Property Matching
The property matching category serves two important purposes:
- Incoming invoices — When invoices are created in Xero with the property matching tracking category, Re-Leased automatically links them to the correct property based on the tracking option value.
- Outgoing invoices — Invoices generated in Re-Leased include the property matching tracking category, ensuring they appear correctly in property-specific reports in Xero.
Troubleshooting
Having issues with tracking categories? Follow these steps to troubleshoot:
- Ensure tracking categories are created and configured in Xero before attempting to use them in Re-Leased.
- Run a sync between Re-Leased and Xero to pull the latest tracking categories.
- Verify that tracking defaults are saved on the property in Property Tracking.
- Check that the invoice is being generated from a property that has tracking defaults configured.
- Confirm that a property matching category has been set if invoices from Xero are not linking to the correct property.
- If you cannot set the property field on invoices, check whether the Disable property auto-matching toggle is enabled under Settings > Manage Add-ons and Integrations > Xero > Settings. When this toggle is off, the property field is controlled by tracking options and cannot be edited manually.
If you've verified the above and the issue persists, please contact Re-Leased Support for assistance.