Before you start: You may need to contact us in order to enable the Xero integration on your account. If you do not see Xero as an option in Settings > Integrations - Contact us and we can enable this for you!
Step 1: Set up your Chart of accounts in Xero
Sign in to your Xero account. Open the menu Accounting and choose Chart of accounts.
Step 1.1: Payment Account
Once you have opened the Chart of Accounts page click Add account, when the module has loaded choose the account type Current Asset, and assign a name, code, description, and tax setting. For your payment account make sure you check the box Enable payments to this account.
Step 1.2: Default Accounts
Create new accounts for your default invoices and memberships, select the account type Sales, and assign a name, code, description, and tax setting. For these accounts do not select Enable payments to this account.
Step 1.3: Configurable accounts
With the Hero-Xero integration, you can choose to assign your invoices to specific accounts based on Billing Category and/or practitioner.
Once you have decided which account you would like to send invoices to create them as Sales accounts and assign a name, code, description, and tax setting. For these accounts do not select Enable payments to this account.
Step 2: Connect Xero and Hero
Sign in to your Hero account and navigate to Setting>Integrations>Xero.
Once the Xero page has opened click Connect to Xero, and follow the steps to sign in and authenticate your account.
Step 3: Assign your default accounts
On the Overview page click on the drop-down next to Payments. Find and select the account you set up for Hero payments in Step 1.1.
Then proceed to do the same for Default account and memberships using the accounts set up in Step 1.2
Step 4: Configure your invoice accounts
Open the tab Invoices at the top of the page, and click the button Edit Configuration.
Here you can select if you would like to configure the connection based on Billing categories and/or Practitioners.
After you have chosen how you would like to configure your account go through each one and assign the corresponding Xero account you created in Step 1.3
Note: If you do not assign a Xero account any invoices which match that configuration will be reported into your default invoice account.
Step 5: Check and Enable
If you are happy with the configuration you can return to the Overview tab and click the toggle Enable Xero. Any invoice made from this point forward will be sent to Xero.
Considerations:
On the invoice table, there will be a new column called Xero this will show you if an invoice has been sent to Xero.
If an invoice fails to send to Xero you will receive a notification in your notifications table, here it will provide you with a reason for the failure.
It is worth noting that we expect there to be some failed invoices when you first turn on your integration, if you have any concerns please contact [email protected]