Connect Xero

Connecting Xero records your patient payments in your accounts without manual entry. Each booking fee, balance payment and no-show fee becomes a paid sales invoice in Xero, and each refund becomes a credit note. The sync is one-way: Clinicify sends payments to Xero, and nothing you do in Xero comes back.

Before you start

• Only the clinic owner can connect and manage Xero.
• You need a Xero organisation, and a Xero login that can connect apps to it.
• Payments come from your Stripe account, so connect Stripe first if you haven’t. See Connect Stripe to take payments.
• If you’re VAT-registered, set up VAT in Xero before turning on VAT here.

Steps

1. Open the account menu at the bottom of the sidebar and select Clinic settings.
2. In the settings menu, under Integrations, select Xero.
3. Select Connect Xero.
4. Sign in to Xero and allow access. If your login has more than one organisation, choose only the one for this clinic.
5. You’re returned to Clinicify and see Xero connected. The card shows Connected to and your organisation’s name.
6. Choose your Revenue (sales) account and your Bank account (payments) from the lists, which come from your Xero chart of accounts.
7. If your clinic charges VAT, tick This clinic charges VAT (20%) on treatments.
8. Select Save settings. The button changes to Saved.
9. To send payments taken before you connected, select Sync past payments.

What happens next

• Each new payment is sent to Xero automatically: an invoice against your revenue account, marked paid from your bank account.
• The invoice goes to a contact with the patient’s name and email address. Clinicify reuses a contact with the same email if one exists.
• The invoice line says what the payment was and the appointment date, for example “Booking fee” or “Treatment balance”. No treatment names or clinical details are sent.
• A refund creates a credit note for the patient for the amount refunded.
• The card shows a summary such as “12 of 12 payments synced to Xero”, with anything pending or failed, and how many refunds have synced as credit notes.

VAT

With This clinic charges VAT (20%) on treatments ticked, invoices are sent VAT-inclusive: the amount the patient paid is treated as the gross figure and Xero breaks out the 20% VAT. If your appointment types include VAT-exempt treatments, tick VAT exempt on those types under Scheduling > Appointment types; their payments sync as exempt income. The VAT setting applies to payments synced from then on. Invoices already in Xero aren’t changed.

If Clinicify can’t find an active 20% VAT rate in your Xero organisation, you see “No active 20% VAT rate found in Xero. Set up VAT in Xero first, then enable it here.”

If you see Reconnect needed

If Xero stops accepting Clinicify’s access, the card shows Reconnect needed and Xero access expired. Reconnect to resume syncing. Select Reconnect Xero and sign in again. Payments taken while the connection was broken aren’t sent automatically, so select Sync past payments afterwards.

Disconnect Xero

Select Disconnect and confirm. New payments stop syncing. Invoices and credit notes already in Xero stay there.

Good to know

• Credit notes are created but not allocated. Apply or refund them against the invoice in Xero when you reconcile.
• Payments are only sent once both accounts are chosen and saved. Sync past payments catches up anything taken before that.
• Stripe’s fees aren’t recorded in Xero. Each invoice is for the full amount the patient paid.
• Clinicify reads your chart of accounts and tax rates only to fill in the lists and apply VAT. It never reads your invoices, payments or bank transactions.
• Your Clinicify subscription isn’t synced to Xero.