Xero sync error - Payments can only be made against Authorised documents & Payment amount exceeds the amount outstanding on this document.

Problem Statement

You see "[Xero] 1) Payments can only be made against Authorised documents. 2) Payment amount exceeds the amount outstanding on this document" when syncing payments or refunds.

Solution

This error usually means one of the following:

• The invoice is already paid in Xero.
• The same payment was recorded in both Chargebee and Xero.
• Xero settled the invoice using an overpayment, but Chargebee still shows an amount due.
• The invoice is not in Authorised status in Xero.

If Offline Payment Configuration is enabled, Chargebee can import ordinary offline payments from Xero. Record a matching payment in Chargebee only when that import did not occur (for example, an overpayment) or when offline payment sync is disabled. See Offline Payment Sync (Xero to Chargebee).

1. Compare the invoice total, amount paid, and amount due in Chargebee and Xero.

2. Check the payment amount, date, and reference in both systems.

3. Take the matching action:

   • Both systems show Paid: The payment is likely duplicated. If the records match, ignore the sync error so Chargebee does not retry it.
   • Xero shows Paid, Chargebee shows Payment Due: Record the missing amount as an offline payment in Chargebee (steps below). Then ignore the sync error so Chargebee does not push that payment back to Xero.
   • Chargebee shows Paid, Xero shows Payment Due: Confirm there is no duplicate payment, then retry the invoice or payment sync.
   • Invoice is not Authorised in Xero: Update the invoice status in Xero if appropriate, then retry the sync.

The Chargebee invoice status should match Xero after you record a catch-up payment, or the ignored error should no longer retry on the next sync.

Record the missing settlement in Chargebee

If Xero is already settled but Chargebee still has an outstanding balance, record an offline payment in Chargebee using either option.

From the invoice

1. Open the invoice.
2. Click the ellipsis (...) and click Record Payment.
3. Enter the amount, payment date, method, and reference, then click Record.
4. Confirm the invoice status in Chargebee is Paid, or that the remaining amount due is correct.

From the customer page:

1. Open the customer in Chargebee.
2. Click Record Payment in the Billing Actions panel.
3. Enter the payment details and apply the payment to the relevant invoice.
4. Click Record.

When can the error be ignored?

Ignore the error only after confirming that:

1. The invoice totals match in both systems.
2. Both systems show the expected payment status.
3. The payment dates, amounts, and references have been reconciled.
4. No genuine payment remains to be synced.
5. Ignoring the error will not conceal an outstanding or duplicate payment.

Important Notes

• Record offline payments in one system only and allow the integration to sync them, unless you are recording in Chargebee only to catch up a settlement that will not sync from Xero (such as an overpayment).
• Chargebee does not sync ignored records again, so ignore an error only after you have reconciled both systems.