Support & Documentation

Create your account

• Sign up at https://trueagrihq.com/auth or via the Xero App Store → "Get this app"
• If you sign up via Xero, your first farm/company is created automatically using the Xero organisation name and your Xero connection is linked for you
• If you sign up directly, head to Settings → Integrations to connect Xero (optional but recommended)

Set up your farm structure

• Settings → Farms: create one or more farms (e.g. "Home Farm", "East Block")
• Settings → Fields: draw or import field boundaries, set hectares and product allocations
• Settings → Seasons: create a season (e.g. "2026/27") and assign your fields to it
• Settings → Clients/Agencies: add your buyers and packhouse contacts

First delivery note

• Delivery Notes → New: pick a field, agency, product, and weight
• TrueAgri auto-calculates transport distance and cost if you have town distances set
• Save → the delivery note generates a PDF and (if connected) syncs to Xero as a draft invoice line

How to connect

• From inside TrueAgri: Settings → Integrations → Connect to Xero. You will be redirected to Xero to authorise access, then back to a mapping screen
• From the Xero App Store: click "Get this app" on the TrueAgri listing. You will be sent to Xero to authorise first, then to TrueAgri to create your account
• If you have authorised multiple Xero organisations at once, you will see a mapping screen letting you link each one to a TrueAgri company

What syncs to Xero

• Contacts: agencies and clients you create in TrueAgri are pushed to Xero
• Invoices: delivery notes converted to invoices are posted as Xero invoices, including line items, tax rates, and tracking categories
• Deduction lines: marketing rates and other deductions become negative line items on the Xero invoice
• Budgets (optional): the Budget tab can post your figures to the Xero Budgets API

What does NOT sync

• Field boundaries, weights, agronomic data, and reports stay in TrueAgri only
• Xero does not push data back to TrueAgri except via the Xero webhook (invoice updates only)

Disconnecting Xero

• Settings → Integrations → Disconnect Xero will revoke the OAuth token and stop all sync
• Your data in TrueAgri is preserved; your data in Xero is preserved separately
• You can reconnect at any time using the same flow

Creating a delivery note

• Pick the field, product, grade, size, and weight
• Pick the agency (buyer). The system picks up the agency's marketing rate and any contact-specific tax category from Xero
• Optional: attach a transport rate (R/km) and the system snapshots distance from your town distances table
• Save → a printable PDF is generated and the delivery note appears in the Deliveries tab

Converting to an invoice

• Delivery Notes → select rows → "Convert to invoice". The invoice inherits the line items, tax rate, tracking category, and deduction lines
• Review the invoice draft, then click "Post to Xero" to push it as a Draft invoice in Xero. You can still edit on either side until Approved
• Once posted, the Xero invoice number, status, and amount-due are mirrored back into TrueAgri via the Xero webhook

Deduction lines

• Marketing/agency rates auto-prefill as a deduction line when the agency has a marketing rate set
• You can add custom deduction lines (levies, packaging, cooling) per invoice
• All deductions serialise to Xero as negative line items, so the Xero invoice total matches what the producer is paid

Standard reports

• Deliveries: tonnage and revenue by date, agency, product, field, or grade
• Agencies: revenue, awaiting payment, average price per tonne (or per kg) by buyer
• Products: catalogue with grade, size, weight, and pricing breakdown
• Fields: per-field profitability, yield per hectare, input costs
• Division Performance: revenue and breakeven by product group (division)

Custom analytics

• Analytics tab: build your own dashboards with bar/line/area/pie/card/table widgets
• Add measurements (calculated metrics) and dimensions (groupings) from the right-side panel
• Filter widgets by season, division, agency, or any custom dimension

Plans

• Starter (R500/month). Single farm, up to 25 fields, core features
• Plus (R900/month). Multiple farms, unlimited fields, Xero integration, analytics
• Pro (R2 250/month), everything plus advanced analytics, WhatsApp workflows, and priority support
• 30-day free trial on signup; no credit card required

Adding team members

• Settings → Team → Invite a user. Roles are Admin (full access), Editor (data entry + reports), Viewer (read-only)
• Invited users receive a sign-in email and join your company on first login

Cancelling

• Settings → Billing → Manage subscription → Cancel. Your account stays active until the end of the billing period
• After cancellation we retain your data for 30 days in case you want to reactivate, then delete or anonymise it per our Privacy Policy