If the Data Sync is not run regularly in ATO SmartDocs, the connection between ATO SmartDocs and Xero can time out, even if client data has not changed. We recommend running a Data Sync at least weekly.
When the connection is lost, you may see one of several pop‐up messages during Sync Data. One common error message is "API refresh token expired," which indicates a disconnected Xero XPM integration.
Common Pop‑ups When Sync Fails
(Examples of the messages you may see)
Re‑establishing the Connection
Follow these steps to reconnect ATO SmartDocs to Xero.
Click Setup > Configuration
Click the Integration tab
Locate Xero API in the list.
Click Edit.
Click Connect to Xero to re‑establish the API link.
If you have the necessary permissions in Xero, the connection will complete. If not, you may see a permissions warning. Upon successful reconnection, the system will issue a new API refresh token, resolving the expired token error and allowing data synchronization to resume.
Xero Permissions Required
Ensure the responsible staff have Connect third‑party add‑ons enabled on their Xero staff profile.
Important: Staff who simply run the Data Sync do not need this permission. Only the staff member(s) who establish the API link require it.