Refresh Engine Behaviour
This article explains how the Xero refresh engine works once your model is connected and mapped, and how it updates your model without destroying your forecasting work.
You will learn:
What happens when you refresh from Xero.
How new accounts and periods are handled.
How refresh interacts with auto created variables and the Data Library.
Good practices for running refreshes safely.
What a refresh does
A refresh from Xero is essentially a repeat of the actuals import for a new or extended date range, using your existing COA mappings.
Extending the historical period
When you choose a new date range that extends beyond the last imported period, the refresh will:
Append new periods of actuals to the existing Data Library series.
Leave previously imported periods unchanged (unless Xero data has itself changed).
Maintain continuity in time series for each account.
This is the typical monthly or quarterly workflow:
Close the books in Xero.
Run the Model Reef refresh for the new period.
Review updated P&L, Balance Sheet and Cashflow in the model.
Handling new or changed accounts
If new accounts have been added in Xero since the last COA import:
You can rerun the COA Import step to pull in new accounts.
Map them to variable types, categories and branches.
Then include them in the next actuals refresh.
During refresh:
If an account has a mapping but no variable yet, Model Reef will auto create a variable.
If an account type or mapping changed, the new mapping will be applied to future imports and may change how actuals are classified.
It is good practice to review new accounts in Xero periodically and keep your mappings up to date.
Impact on variables and forecasts
Refreshes do not:
Delete your forecast logic.
Reset timing settings you have configured.
Remove manually created variables or drivers.
Change branches, categories or types you have edited, unless you explicitly change the mapping.
Refreshes do:
Update historical actual values for Xero sourced Data Library series.
Update auto created variables that rely on those series.
Recalculate historical portions of statements and charts.
Your forward looking forecasts stay in place unless you choose to revise them in light of new data.
Reconciling changes after a refresh
After each refresh, it is good practice to:
Compare the updated P&L and Balance Sheet to Xero reports for one or two periods.
Check that new accounts are appearing where you expect in the statements.
Review any key KPIs or covenant metrics that depend heavily on the refreshed data.
Confirm that forecast overlays still make sense given the new history.
If you see unexpected changes, check:
Whether Xero data itself was updated (late postings, adjustments).
Whether any mappings were changed since the last refresh.
Whether the selected date range matches your intentions.
Scheduling and frequency of refresh
You can refresh manually whenever you need updated actuals. Typical patterns include:
Monthly, shortly after each accounting close.
Quarterly, for board and investor reporting.
Ad hoc before major planning or transaction work.
If your workflow requires it, you can also implement reminders or automation around refresh, but the choice of cadence is up to you.
Practical tips
Keep your COA mapping stable once you have a structure that works, adjusting only when the underlying chart changes.
Use notes or tags to document any manual adjustments applied on top of Xero data.
Refresh before running major scenario, valuation or reporting exercises so that you are working from the latest actuals.
For multi entity setups, refresh each entity linked model and then update any consolidation models that rely on them.
Related articles
Last updated