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Using the Xero Online Accounting Integration

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Locate: Manage > Integrations > Accounting > Xero
Prerequisites: 

  • Admin permissions to Manage your account and Integrations.
  • Your account must have access to items (Inventory > Items), which is a key feature of our classic version of Checkfront. 
  • This integration is not yet supported with products (Inventory > Products), which is a key feature of our newest version of Checkfront. 

 

Products

New to Checkfront - Products ✨

Products (Inventory > Products) is the successor feature to (Inventory > Items) and is available in our newest version of Checkfront.

Not yet on our newest version and interested in upgrading? Please contact our Technical Support team for more information.

Discover more product-related help articles here: Products (New).

 

In this article, we look at how to use the Xero integration.

New to the Xero integration? Be sure to read the first article in this series for an introduction!

Please read the full series of articles, accessed at the side and bottom of this page, to learn more about the full capabilities of the Xero integration.

 

Using the Integration

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Once the Xero integration is successfully activated and linked to your Checkfront account, it should pretty much take care of itself. If you create an invoice or update a payment in Checkfront, then the changes automatically update in Xero.

 

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Once a partial or full payment is applied, the Xero invoice can no longer be edited.

For example, if an item/product is added to an invoice in Checkfront, then the edit does not sync with Xero, as the Xero invoice is locked.

If a partial payment is applied, then the status in Xero changes to 'Awaiting Payment'. Once the booking is fully paid, the invoice changes to 'Paid'.

 

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Refunds to applied payments on invoices aren't currently supported by Xero. You need to log in to Xero and cancel the payment.

Once payments are cancelled (or if there are no payments applied) you can VOID or CANCEL the booking in Checkfront and it VOIDs or DELETEs the invoice in Xero.

 

- Overriding the default account code in Xero (Items only)

Xero Account Code

 

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Xero override settings on a per-product basis are not currently supported with products.

 

If you don't use the same revenue account for all your items, then it is possible to override the default setting on a per-item basis.

To do this, open the item's Attributes tab (Inventory > Items). You see a field for the Xero Account Code, just above the Advanced Options, and you can make the new account selection here.

 

Learn More

A tax item can be added in Xero to sync with multiple taxes set up in Checkfront.

Note that Xero only supports one tax item. However, as long as any taxes/fees are expressed as percentages (%) in Checkfront, then there can be multiple components to the tax item in Xero to match what is in Checkfront.

Find out more about adding, editing, or deleting tax rates in Xero here:

 

Frequently Asked Questions

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  • I've activated the integration, but I'm not seeing any information in Xero?

    Please check your Account Activity log (Reports > Account Activity) for errors, or via the Log tab while viewing a booking.

  • Do my Customers get two invoices, one from Checkfront and one from Xero?

    Xero does not automatically email invoices or receipts. You have to do this manually from within Xero if needed.

  • What happens if a contact already exists in Xero for a new booking?

    Checkfront first tries to find an existing contact based on the email address, and uses that first before creating a new one.

  • Can we supply different Xero account codes based on the items booked?

    Yes. See the Attributes tab in the item setup to supply a different account code for that item.

  • When a Customer uses a Gift Certificate to make a payment, does that get synchronized with Xero?

    At this time, payments with Gift Certificates are not synced over to the Xero invoice. This is because the payment for the Gift Certificate has already been accounted for, and we want to let you decide how best to handle and track payments made with them.

 

 

< Setting up Xero Online Accounting

 

 

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