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).

In this article

• Set up the integration with Xero
• Tax Mapping
• Select account for Invoices, Payments, Items and additional options
  • Select a Xero account for Invoices and Payments
  • Select a Xero account and/or Xero item for each service
  • Select a Xero account and/or Xero item for each additional option
• Cancellations and Refunds
• Bank Reconciliation
• Free bookings
• Generic gift vouchers

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 are 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.

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

You can also select a Xero account for invoice and payments, and link each service or additional option you offer to a Xero account and/or item.

Select a Xero 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 a setup will simplify the 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 a Xero account and/or Xero item for each service

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] dropdown menu, select to which Xero account code you want to use for the invoice line
• from the Xero item [9] dropdown menu, select to which Xero item you want to link the service

5. Save

Select a Xero account and/or Xero item 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

3. In the Taxes section

• from the Xero Account [8] dropdown menu, select to which Xero account code you want to use for the invoice line
• from the Xero item [9] dropdown menu, select to which Xero item you want to link the service

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 invoice 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 booking, one voided. The Xero invoice linked in Bookeo is the new invoice created after the restore.

2. If payment had been recorded in Xero

If you issue a full refund before canceling the booking, when you then cancel the booking the invoice will be voided in Xero.

On the other hand, if, when you cancel the booking, there is still a paid amount greater than 0, it is not possible to void the 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

In general, if you need to cancel a booking and issue a full refund, we highly recommend issuing the refund before canceling the booking.

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 - Xero does not support negative payments/refunds.

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

1. Bookeo does NOT send a negative payment to Xero. If the integration checkbox "Refunds: create a credit note in Xero when issuing a refund in Bookeo" is checked, Bookeo will create a Xero credit note. If you open that payment in Bookeo, in the Description field there will be a note explaining this.

2. if the value of the booking in Bookeo changes, and the total value of the booking is lower than the total paid, 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. Xero does not allow invoices to be overpaid.

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. This process can help in checking that you received the expected funds from your payment gateway, by comparing the payouts that arrive in your bank account with the payments that were recorded for your invoices.

Performing bank reconciliation is optional.

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.

Free bookings

Bookings with a total gross price of 0 will not generate an invoice in Xero.

Generic gift vouchers

Generic gift vouchers are not considered "revenue" for a business when sold. They are technically not a sale, but an exchange of cash for a kind of an "IOU" note that the customer can use later to pay for a booking. The sale only occurs when the customer makes an actual booking and uses the gift voucher as a form of payment.

Therefore it is recommended to not track the sale of generic gift vouchers in the same Xero account where you track normal sales. We recommend creating a separate account in Xero (the account type should be "Current liabilities"), and then, for each generic gift voucher you create, select that Xero account to be used, as in the screenshot below.