Managing Organizations
Connect your Xero organizations to XO Report and manage them from the account portal.
Connecting an Organization
To connect a new Xero organization:
- Open the XO Report account portal
- Click the Connect Organization button
- Sign in to Xero and authorize XO Report to access the organization
- The organization will appear in your dashboard
The Connect Organization button is only visible to billing admins and trial users. Collaborators connect organizations through their billing admin's subscription.
Organization Limits by Plan
Each plan includes a set number of organization slots. When all slots are used, you'll need to upgrade to connect more.
| Plan | Organizations |
|---|---|
| Solo | 1 |
| Lite | 3 |
| Pro | 10 |
| Business | 25 |
| Max | 50 |
| Enterprise | 50+ |
See Pricing for full plan details and pricing.
An Organization Shows "Not connected"
In your dashboard, an organization marked Not connected still uses a place on your plan, but it isn't connected to your Xero login. On a shared plan, it may be an organization a colleague connected.
To reconnect it:
- In the XO Report add-in, click Add Organization
- Tick the organization on Xero's screen and continue
An organization that already has a place on your plan reconnects into that place. Don't disconnect it to make room: that starts a 30-day cooldown on the place.
If Xero shows the organization greyed out, ask your Xero admin to give you the "Connect apps" permission and access to reports in that organization, then try again.
If none of your organizations are connected and the add-in offers Connect Organization or says your plan is full instead of showing Add Organization, email our support team at .
Using Xero's Demo Company
Xero's Demo Company resets itself every 28 days, and again whenever you reset it in Xero. Each reset creates a new organization in Xero, so XO Report shows the old Demo Company as Not connected and formulas that use it stop returning data. Your other organizations are not affected.
To switch to the fresh Demo Company:
- On your account page on the website, open Advanced, find the old Demo Company and click Disconnect.
- In the XO Report add-in, click Add Organization and tick the new Demo Company on Xero's screen.
- The new Demo Company has a new Org ID. Use XO.ORG to find it and update your formulas.
During your trial there is no cooldown, so you can do this straight away. On a paid plan, disconnecting starts a 30-day cooldown on that place, so the new Demo Company needs another free place on your plan. If you have none, wait for the cooldown to end.
Disconnecting an Organization
You disconnect an organization on your account page on the website, not in the add-in. In Excel, Manage Account in the add-in's Settings opens it.
- Open the Advanced section at the bottom of the account page
- Find the organization and click Disconnect
This works on paid plans and trials. On a shared plan, only the billing admin can disconnect.
You'll need to type the organization name exactly as shown to confirm the disconnection.
What happens when you disconnect
- The Xero OAuth connection is revoked
- All XO Report formulas referencing this organization stop working
- All users accessing this org through your subscription lose access
- A 30-day cooldown starts on the freed slot (see below)
- Your subscription plan and billing are not affected
Cooldowns and multi-user access apply to paid plans only. Trial disconnects take effect immediately with no cooldown.
Trial users
During your trial, disconnecting an organization does not trigger a cooldown. You can reconnect the same or a different organization at any time.
Slot Cooldowns
When you disconnect or swap an organization, the slot enters a 30-day cooldown period. During this time, the slot cannot be reused for a different organization.
Slot cooldowns apply to paid plans only. Trial users can disconnect and reconnect organizations freely without any waiting period.
Cooldown dates are displayed in the dashboard as a badge next to each organization, showing when the slot becomes available for swapping again.
The cooldown prevents rapid cycling through organizations and ensures fair usage. Reconnecting the same organization does not bypass a slot cooldown. You need another available slot or must wait for the cooldown to end.
Swapping Organizations
Billing admins can swap a connected organization for a different one without changing their plan. This is useful when you stop working with one client and start with another.
To swap, open the Advanced section and click Swap next to the organization you want to replace. A 30-day cooldown applies after each swap.
Organizations with an active cooldown show a "Swap available" badge with the date when swapping becomes available again.