Sending online payments to Xero

The money Velobook collects online can land in Xero on its own, as paid invoices. Open Integrations → Accounting to set it up.

Connect your Xero organisation

1. 1Choose Connect Xero, sign in at Xero, approve, and you land back on this page.
2. 2Velobook asks only for contacts, invoices, payments, and read-only access to your accounts and tax rates.
3. 3One Xero organisation belongs to one Velobook shop. If it is already connected to another shop, the connection stops and says so.

Map your accounts and tax rate

• Sales account: where the revenue is booked.
• Tax rate: Velobook does no tax maths of its own. Amounts already include tax, so the invoice is raised tax-inclusive at the rate you pick.
• Send Stripe payments and Send Square payments, each with its own clearing account. Only accounts enabled for payments in Xero appear. Your bookkeeper reconciles that account against the Stripe or Square payout.
• Exempt tax rate, optional: for zero-rated lines such as helmets in Australia. Blank if everything you sell is taxed the same way.
• A payment arrives as one tax-inclusive line, split into a taxable and a tax-exempt line where a quote mixes the two. The customer is matched or created as a Xero contact from their email and name; a booking with no email goes to a shared "Velobook customer" contact.

Test mode first, then go live

• A new connection starts in test mode: every payment is written to the activity log as it would have been sent, and nothing reaches Xero
• Use Save accounts while you are still setting up
• Go live stays greyed out until the accounts are complete, and releases anything that waited while you were testing. Switch to test mode puts it back

Recent activity and retries

• Recent activity lists the last few pushes with their outcome, the kind of booking, and the Xero invoice id or the error. Payments are sent every few minutes
• A test row means nothing was sent
• A blocked row means the mapping was unfinished for that payment, usually a missing clearing account or an exempt tax rate on a mixed sale
• A failed row means Xero rejected it
• Blocked and failed rows carry a Retry link: fix the mapping and send again

When the connection lapses

• Xero connections expire, usually when consent is withdrawn at the Xero end. The card shows Connection expired and stops sending
• Press Reconnect, sign in again, and sending picks up where it left off; your mapping is kept
• Velobook nudges the connection weekly, so a shop taking no online payments for a month does not drop off