Free Trial Signup

Articles in this section

Using the Xero Online Accounting Integration

Learn how to use the Xero integration, as well as view frequently asked questions.

Are you new to Xero? Read the first article in this series for an introduction to the Xero integration.

 

Which plan do you need to use this feature?

✓ Soho | ✓ Pro | ✓ Plus | ✓ Enterprise  | ✓ Flex |

Where can I find this feature using the top menu?

Manage > Integrations > Accounting > Xero

What prerequisites are there?

  • Admin permissions to Manage your account and Integrations.
  • Your account must have access to items (Inventory > Items), a key feature of our classic version of Checkfront. 

Security

Enable Two Factor Authentication

Xero requires all Checkfront & Xero users to set up Two-Factor Authentication (2FA) to bring Checkfront into compliance with mandated security protocols.

To continue using the Xero integration, you must enable 2FA on your Checkfront accounts by February 14, 2023, or you will be instructed to set up 2FA upon your next log-in. 

Instructions for enabling 2FA can be found here.

Questions? We're here to help. Contact us.

 

Which Checkfront version supports this feature - classic, new, or both?

  • This integration is not yet supported with products (Inventory > Products), 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).

 

Using the Integration

Back to top

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, the changes automatically update in Xero.

 

alert

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, the status in Xero changes to 'Awaiting Payment'. Once the booking is fully paid, the invoice changes to 'Paid'.

 

Pencil

Xero doesn't currently support refunds to applied payments on invoices. You need to log in to Xero and cancel the payment.

Once payments are cancelled (or if no payments are 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

 

alert

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, 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, 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

Back to top

 

  • 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

 

 

Related articles