Are you new to Xero Online Accounting? Please read the first article in this series for an introduction to the Xero integration.
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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.
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 Two-Factor Authentication on your Checkfront accounts by February 14th, 2023, or your Xero integration will be automatically disabled.
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.
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).
Activating the integrationBack to top
If you still need a Xero account, you can just go to www.xero.com and sign up. They offer a free trial and are well-priced. Once signed up, please ensure you are logged into your Xero account before proceeding.
Once you're logged in to Xero, sign in to Checkfront and navigate to the Integrations area (Manage > Integrations). From there, you now see a list of available modules.
Select the Xero tile from the Accounting category and then click on the blue Activate button to connect with Xero.
Authorizing the connection between accountsBack to top
At that point, you need to authorize the connection between your accounts. Click on the blue Allow access button to continue.
If you still need to log into Xero (or sign up for an account), you are asked to do so now; otherwise, you need to allow Checkfront to access your organization's data in Xero.
If you have multiple organizations, then you are given the option to choose the one you want to use.
Once authorized, you are returned to Checkfront, where you can go ahead and configure your Xero settings.
Need an account with Xero? You can sign up for a 30-day trial during the activation process or from the Xero store.
Configuring integration settingsBack to top
Once activated and authorized, the Add-on Setup modal displays with the following settings.
Default Item Account CodeBack to top
This setting determines the Xero Account Code for invoice items or products (for example, 200 Sales). When a booking is created in Checkfront, it immediately syncs to this code in Xero.
Payment Account CodeBack to top
Choose the Xero Payment Account Code to make payments to (620 Prepayments).
You can find a list of your accounts in Xero under Accounting > Advanced > Chart of accounts. Your invoice items account should be a REVENUE account, and your payments account should be a BANK account, most likely 620 Prepayments.
Make sure you edit the account details in Xero for both accounts, checking the box labelled Enable payments to this account.
Once you do this, the 620 Prepayments account appears in Checkfront with an asterisk next to it.
StatusBack to top
This read-only message communicates the status of your connection to Xero. If everything is hooked up properly, then this displays as connected.
Approve Invoice OnBack to top
Select the status your invoice should be set to in Checkfront to be approved in Xero.
When a booking is made, the information, including price, item names, and dates, is sent to Xero. Xero then creates an invoice, regardless of the status of the booking.
It is impossible to prevent a new booking invoice from being created in Xero when connected.
Using discounts with XeroBack to top
Discounts add to the Xero invoice as an additional line item. Because of this, discounts need to have their item code.
Item discount codes pulled from the Xero integration's selected Default Item Account Code. If you do not have this code set up, or the code is not active, you first need to configure this within your Xero account.
Connecting multiple Checkfront accountsBack to top
Do you have multiple Checkfront accounts that you want to connect to Xero? Then, please get in touch with our Technical Support team for assistance.