Connecting your own Xero

    Audience: club and riding school admins, and treasurers

    Overview

    Connect your organisation's own Xero file and Horsify sends it every tax invoice it raises for you, with the payments made on them. Your treasurer no longer has to import spreadsheets or type entries in.

    • Every tax invoice issued from the date you choose goes to Xero as a sales invoice, with the same invoice number, customer, lines, GST and date.
    • Payments taken online, and the cash, bank transfer and club credit payments you mark paid, are recorded against those invoices in the Xero accounts you choose.
    • Horsify never writes a credit note and never changes an invoice that has a payment recorded in Xero. Refunds, write-offs, waived balances and changes made after a payment are listed for you to record in Xero yourself.

    Sending is one way, from Horsify to Xero. Nothing you change in Xero comes back to Horsify.

    Who can use this

    • Admins of the organisation only. Staff access can't give someone the right to connect your books to an outside service. See Staff Access.
    • Included in Club Site Premium. On a Basic, Club Site, Instructor or Riding School plan it's the Xero add-on: A5amonth(incGST)inAustralia, NZ6 a month in New Zealand. It has no free trial, is billed monthly by card through Stripe as its own subscription beside your plan, and you can cancel it at any time under Subscription. If the plan beside it ends, Xero stops too. See Subscription Management.
    • In Xero you need a login that can see and create invoices in the organisation you connect (an adviser, or a standard user with invoicing access).
    • Your Xero organisation must keep its books in the same currency as your Horsify organisation (AUD in Australia, NZD in New Zealand).

    Where to find it

    Organiser menu, then Finances, then Xero.

    If your plan doesn't include Xero yet, the page shows Add Xero to your plan with the price for your country. Press Add Xero for $5 a month (the button shows your own price), pay in Stripe Checkout, and you come back to the Xero page ready to connect. In the Horsify mobile app the add-on can't be bought: manage your subscription at horsify.com.au.

    Step 1. Connect

    1. Press Connect to Xero. If you signed in on a remembered device, Horsify may first ask you to Enter a verification code. Xero then opens and asks you to sign in.
    2. Tick the organisation to connect and press Allow access. If you tick more than one, Horsify asks Which Xero organisation? and lets go of the others.
    3. You come back to the Xero page, connected. Nothing is sent yet.

    Each Xero organisation can be connected to one Horsify organisation.

    Step 2. Choose what goes where

    Under What goes where, the page reads your chart of accounts and tax rates from Xero.

    Income accounts. Choose the Invoices account that invoice lines are posted to. You can give Event entries, Lessons, packages and hire and Memberships accounts of their own. Anything left as Same as invoices uses the first one.

    Payments received into. Choose the Xero account for each way people pay:

    Paid by Usually
    Card and online a Stripe clearing account (a bank account in Xero called "Stripe"), which your Stripe payouts are then reconciled against
    Bank transfer your bank account, so the transfer matches the bank feed
    Cash and other your cash or undeposited funds account
    Club credit a liability account with payments enabled ("Enable payments to this account" ticked in Xero), where you keep the credit you owe members

    Leave one as Don't send to record those payments yourself. The page then tells you how many payments of that kind are waiting.

    Tax rates. Choose a Xero rate for GST charged, Sold GST-free and Not registered for GST. Horsify suggests your region's usual rates (in Australia GST on Income, GST Free Income and BAS Excluded). Check them against how your accountant set up your file.

    From. The First invoice date to send. It starts as the day you connected. Invoices issued before it are left for you, so choose the day after the last invoice you already entered or imported. It can be up to 400 days back, and it can't change once invoices have been sent.

    Step 3. Start sending

    Tick Send invoices and payments to Xero and press Save settings. Horsify checks for anything new every 15 minutes. Send now asks it to check within a couple of minutes.

    The page shows Invoices sent, Payments sent and Needs attention, and when it last checked.

    Invoices already in Xero

    If you've been importing Horsify's export file, some invoices are already in Xero. Before Horsify creates an invoice it looks for one with the same number:

    • Found, for the same total: Horsify leaves yours as it is and counts what is paid on it there, so nothing is sent twice.
    • Found, for a different total: it's listed under Needs attention for you to correct.

    Changes and cancellations

    • If an invoice changes in Horsify (for example a class is added) before any payment on it is recorded in Xero, Horsify updates it in Xero.
    • If you cancel an invoice in Horsify before any payment on it is recorded in Xero, Horsify voids it in Xero.
    • After a payment is recorded in Xero, Horsify doesn't touch the invoice. The change is listed under Needs attention instead.

    Needs attention

    Horsify can't make these changes in Xero for you. Deal with each one in Xero, then press Done in Xero.

    You'll see What to do in Xero
    Refunded in Horsify Create a credit note for the refunded amount, and a refund payment from the account the money came back from.
    Part of the balance was waived Write that amount off with a credit note.
    Written off in Horsify Credit what is still owing.
    Cancelled after its payment was recorded in Xero Xero won't void a paid invoice, so credit or refund it.
    Changed after its payment was recorded in Xero Make the same change in Xero, then mark it done. Horsify then treats Xero as matching.
    Xero already has the invoice for a different total Correct it in Xero, then mark it done.
    Xero refused it Xero's own reason is shown (for example an archived contact or a locked period). Fix it in Xero and press Try again.

    Stripe fees and payouts

    Card payments go into the account you chose at the full amount the rider paid. Stripe then pays you that money less its fees. Reconcile each payout in Xero against the Stripe clearing account and record the fees as an expense. Your Stripe dashboard lists both.

    Disconnecting

    Disconnect stops sending and removes Horsify's access to your Xero organisation. Everything already sent stays in Xero. You can connect again at any time and choose your accounts again; invoices already in Xero are matched by their number, so nothing is sent twice.

    If someone removes the connection inside Xero, or the Xero login that connected it loses access to the organisation, the page shows Needs connecting again. Press Connect again and choose the same Xero organisation: your choices and what has been sent are kept.

    Troubleshooting

    Problem What to do
    I can't see Xero under Finances Only admins see it, and only when your organisation is on a plan that includes Xero or can add it. Ask an admin of your organisation.
    The page says Xero isn't available yet Horsify's own connection to Xero isn't set up. In the meantime, Export on Invoices & Receipts writes a file in Xero's import layout.
    Xero won't connect my organisation Check it uses the same currency as your Horsify organisation, and that it isn't already connected to another Horsify organisation.
    No account appears under Payments received into Xero lists no account that accepts payments. Add a bank account in Xero, or tick "Enable payments to this account" on one, then reload the page.

    Common questions

    Does it send store orders? No. Store orders aren't tax invoices in Horsify, so nothing is sent for them.

    Does it send invoices from before I connected? Only from the From date you choose, which can be up to 400 days back.

    I changed an invoice in Xero. Will Horsify change it back? Only if the invoice then changes in Horsify too, and only while no payment on it is recorded in Xero.

    Can I still use the export file? Yes, on every plan. Export on Invoices & Receipts still gives you Xero's import layout, for anything before your start date.

    Related

    Tags
    accounting bookkeeping club organisers invoices riding schools treasurer xero
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