Integration with Xero

You can integrate your Bookeo account with a Xero accounting system account.

The sync is from Bookeo to Xero. Bookeo syncs to Xero: customers, invoices and payments (including manual payments).

An invoice is created in Xero for bookings, prepaid packages purchased online, memberships purchased online and gift vouchers (only when a payment is recorded). 

 

 If you have multiple Bookeo accounts, each account can be linked to a separate company/organization in your Xero account, not to the same company/organization in Xero.​ Click here for information on how to add an organization in your Xero account.

 

In this article


Step 1 - Set up the integration with Xero

1. In Bookeo, go to Settings>Integrations

2. Click on Xero

3. Select if:

 


- I want to create a new Xero account 

  • Click on the Connect to Xero button
  • You will be redirected to Xero's sign up page.
  • Fill in the page to set up your account with Xero.
  • Go back to your Bookeo account and click on I already have a Xero account  
  • Click on the Connect to Xero button

- I already have a Xero account  
Click on the Connect to Xero button

4. You will be redirected to Xero's sign in page. Click on the Connect to Xero button



5. From the scroll down menu [1], select which organization in Xero you want to connect to your Bookeo account

6. Click on the Authorize [2] button

7. When the Authorization is approved, you will be redirected to your Bookeo account


Step 2 - Tax mapping

1. In the Tax Rates section, map taxes in Bookeo to a tax rate in Xero.
In Bookeo, taxes are set up in Settings>Taxes.

In Xero, Tax Rates are set in Settings>General Settings>Tax Rates. Click here for information on how to set up Tax Rates in Xero.

2. Click on the New button [3] [a pop up window will open]

3. In the Bookeo section, select the Tax(es)[4] set up in Bookeo. In the Xero section, select to which Tax Rate [5] they correspond to in Xero.

4. Save

How to map 2 Sales Taxes in Bookeo
If you have set up 2 Sales Taxes in Bookeo, for example a State and a Local Sales Tax, the 2 taxes will correspond to one single Tax Rate with 2 components in Xero, as shown in the screenshot below.



If for some services or customers you apply only 1 tax in Bookeo - for example only the State or the Local tax -, you will have to create a new mapping in Bookeo, for the 1 tax to the 1 tax in Xero (not the 2 together), as shown in the screenshot below.



Map sales without Sales Taxes
You will also have to set a mapping for sales where no taxes is applied. In this case, do NOT tick any tax in the Bookeo section, and select the relevant Tax Rate in Xero, as shown in the screenshot below.



When you have finished mapping taxes between Bookeo and Xero, you will see all the Bookeo Taxes and Xero Tax Rates in the Tax Rates table. When you save your settings, Bookeo will check that the tax mappings you set up are equivalent in %, so you cannot map a Sales Tax that is 10% in Bookeo to a Tax Rate that is 12% in Xero.


 

For some countries, Xero provides pre-set tax rates. In these cases instructions are easy, because the names of the taxes are predefined. In other cases, there are no pre-set tax rates, but general guidelines will still apply.


United Kingdom

  • create a mapping from the Bookeo tax you use for VAT and Xero's "20% (VAT on Income)" tax rate

     

  • create a mapping where no taxes are selected from Bookeo, and Xero's "No VAT" tax rate


    So the Tax Rate table should show as:


Australia

  • create a mapping from the Bookeo tax you use for GST and Xero's "GST on Income" tax rate

  • create a mapping where no taxes are selected from Bookeo, and Xero's "BAS Excluded" tax rate


    So the Tax Rate table should show as:


New Zealand

  • create a mapping from the Bookeo tax you use for GST and Xero's "15% GST on Income" tax rate

  • create a mapping where no taxes are selected from Bookeo, and Xero's "No GST" tax rate



    So the Tax Rate table should show as:


Step 3 - Select account for Invoices, Payments, Items and additional options


Select account for Invoices and Payments 

1. In the Account for Invoices section, from the Account [6] scroll down menu, select to which account in Xero you want to send the invoices. The default sales account is 400 - Sales (in USA) and 200 - Sales (AU, NZ, UK)

You can also set a specific account for each item (class/tour/service, prepaid package, gift voucher, membership, and so on).



2. In the Accounts for Payments section, from the Default account [7] scroll down menu, select to which account in Xero you want to send each specific payment. In most cases, this should be the bank account where you will eventually receive the money. For example, for online payments, this could be the bank account where your payment gateway will deposit the money. Such setup will simplify reconciliation of transactions.

For payments you can only select bank accounts, or custom accounts with the option "Enabled for payments" selected in Xero. Click here for information on how to enable payments to accounts in Xero.

​Select account for each item (service, class, tour, game)

You can also select to which account in Xero you want to send the payment for each service, class, tour/game

1. Go to:

  • in Bookeo Appointments: Settings>Services offered and additional options or Settings>Workshops
  • in Bookeo Tours and Activities: Settings>Tours
  • in Bookeo Classes and Courses: Settings>Classes, courses, events. 
2. Click on a service/tour/class

3. Go to the Price tab

4. In the Taxes section, from the Xero Account [8] scroll down menu, select to which Xero account code you want to use for the invoice line

 

5. Save

​Select account for each additional option

You can also select to which account in Xero you want to send the payment for each additional option

1. Go to:

  • in Bookeo Appointments: Settings>Services offered and additional options and click on the Additional options tab or Settings>Workshops  and click on the Options tab 
  • in Bookeo Tours and Activities: Settings>Tours and click on the Options tab 
  • in Bookeo Classes and Courses: Settings>Classes, courses, events and click on the Options tab 
2. Go to the Price section, or click on a choice and go to the Price tab

4. In the Taxes section, from the Xero Account [8] scroll down menu, select to which Xero account code you want to use for the invoice line

Step 4 - Cancellations and Refunds

1. In the Other settings section, tick the Cancellations: void invoice when the booking is cancelled checkbox if you want to void the invoice in Xero when a booking is cancelled in Bookeo. This checkbox is ticked by default.

When you cancel a booking in Bookeo:

1.
If no payment had been recorded in Bookeo,
the invoice in Xero is "voided" and will show a red "voided" at the top, as shown in the screenshot below.

 



Please note that when an invoice is voided:

  • it is not possible to sync payments from Bookeo to Xero. You can track payments in Bookeo - including refunds - but they will not be synced to Xero. There will be a note in the payment description in Bookeo that explains why it was not synced to Xero
  • Xero does not allow to "unvoid" invoices: when an invoices is cancelled/voided in Xero, this operation can not be changed. Therefore, if you need to restore canceled bookings in Bookeo, you will have 2 invoices in Xero for the same bookings, one voided. The Xero invoice linked in Bookeo is the new invoice created after the restore. 

2. If payment had been recorded in Xero,
it is not possible to void an invoice in Xero. In this case, a 'credit note' is allocated to the invoice in Xero, to make its total due go to 0, as shown in the screenshot below. You will see the credit in the invoice page in Xero, and if you click on it, you can read an explanation on why it is there.

 

,


This allows you to:

  • keep track of amounts paid in Xero, even on cancelled invoices
  • not show total due for cancelled invoices

If you do not tick the Cancellations: void invoice when the booking is cancelled checkbox nothing will happen in Xero when you cancel a booking in Bookeo.
The invoice will show under the Awaiting Payment section in Xero, and this could create confusion.

Refunds

If you record a negative payment in Bookeo - for example if you give a refund to the customer, the negative payment can not be tracked in Xero.

When you 
track a refund (negative payment) in Bookeo:

1. Bookeo does NOT send a negative payment to Xero. It reduces the value of the last payment synced to Xero, with a credit note. If you open that payment in Bookeo, in the Description field there will be a note explaining this.

2. if the negative payment reduces the value of the booking in Bookeo, and the total value of the booking is lower than the total paid (for example, if the total value of the booking after the refund is $0, and the payment recorded for the booking is $30), Bookeo will reduce the value of the last payment as necessary in Xero, so the total value of the booking will be equal to the total amount paid. 


Bank Reconciliation

Bank reconciliation is the process of matching transactions imported into Xero from your bank account, with transactions created in Xero - for example for sales and payments created by Bookeo. You can find out more about bank reconciliation in this tutorial: https://help.xero.com/BankAccounts_Details_Reconciliation

You can set up Bank feeds in Xero, to let you automatically import account transactions into Xero from your bank or other financial institution. If you set up bank feeds in Xero, you should send the bank feeds to a bank account in Xero and not to the accounts where you send sales and payments created by Bookeo - otherwise you would have duplicate payments in Xero.