Xero
Your books in Xero, without the retyping.
PortaPro pushes contacts, invoices, payments, credits, cash discounts, voids, and refunds into your Xero organisation every night, with Stripe fees, payouts, and expenses when you want them. One way, so nothing in Xero writes back over the office.
What goes across.
Including the records bookkeepers usually chase: the credits, the refunds, and the deposit that became part of the final invoice.
- Contacts and invoices
- A customer becomes a Xero contact the first time one of their invoices goes across, and an existing contact with the same name is reused. Every issued invoice goes line by line, with the delivery fee, the surcharge, and the discount on their own lines, so the Xero total is the PortaPro total.
- Payments
- Each payment lands on its invoice in the account for how it was paid: Stripe to your clearing account, checks to the bank they're banked into. A payment never goes across for more than the invoice still owes in Xero.
- Credits and cash discounts
- An overpayment or a prepayment is money on account on the contact. Goodwill and dispute credits are credit notes. When PortaPro applies a credit, Xero gets the same allocation, and an earned cash discount is a credit note on the invoice, so it reads Paid in both.
- Voids, refunds, and revisions
- Void an invoice and Xero voids it, once. Refund part of a payment and the original comes off while what the customer kept goes across as its own payment. A deposit moves onto the final invoice, and a revised invoice replaces the old one without a duplicate number.
Stripe deposits one number.
Your invoices add up to another.
The difference is fees, and a bookkeeper matching it by hand is hunting through a month of charges. Turn on fees and payouts, and the clearing account in Xero shows each payment, each fee, and the transfer to your bank that matches the bank feed.
Fees, payouts, and expenses. When you want them.
Each one is off until you pick an account, so nothing doubles up with how your bookkeeper already works.
- Stripe fees
- Each payment's fee goes across as spend money out of your Stripe clearing account, so the account holds what Stripe actually paid out. Off until you choose a fees account, in case your bookkeeper records fees from the payout.
- Stripe payouts
- Each payout is a bank transfer from the clearing account into your bank account, dated the day it arrived. It lines up with the deposit in your bank feed, and with fees on too, the clearing account goes back to zero after every payout.
- Expenses
- Recorded expenses go across as spend money from the bank or card account you pick, with the vendor as the contact and the receipt attached. Each expense category maps to a Xero account, and an edit or a void follows it there.
Your accounts. Your timing.
Set it up once, and every account is checked against your Xero organisation before anything is sent.
- A start date
- Invoices dated before it never go, so the history your old software already wrote into Xero isn't written twice. Push one older invoice on purpose from its menu if it belongs.
- Your accounts and tax rates
- Services, rentals and equipment, and deposits each post to the revenue account you choose. Taxed and untaxed lines carry the Xero tax rate you pick, and every setting is checked against your organisation when you save, not when an invoice fails.
- Tracking categories
- Up to two, Xero's limit. One option on every line, set by customer type, or set by the kind of line.
- On a schedule, or right now
- The full push runs every night at 7:20 UTC. Sync now sends everything pending, and Push to Xero in an invoice's menu sends that invoice with its payments and credits. A long history goes 50 records to a call, and if Xero's daily limit is reached, the next run picks up where it stopped.
Questions bookkeepers ask
What if my bookkeeper edits an invoice in Xero?
Their edit stands until that invoice changes in PortaPro. Payments, credits, and voids go across once and are never overwritten. Xero won't change an invoice that already has payments on it, so if the office edits one of those, the log says so and the change gets made in Xero too.
How does sales tax work?
Each line carries the Xero tax rate you chose for taxed or untaxed lines, and Xero works out the tax with your own rates. Untaxed lines need a 0% rate. If Xero's total still differs from PortaPro's, the invoice goes across and the log says by how much.
We're moving from other software that already wrote to Xero.
Set the start date to the day you moved to PortaPro. Nothing dated before it goes across, imported opening balances stay where your old books put them, and nothing your old software wrote is written twice.
Can we connect Xero and QuickBooks?
PortaPro sends to one set of books at a time. While both are connected, neither sync runs, so disconnect the one you're leaving. Disconnecting deletes nothing in Xero, and reconnecting the same organisation duplicates nothing.
Which plan is it on?
Xero lives on the Financials Integrations tab, which comes with the books on Core and up. Only an owner or admin can connect, disconnect, or change the settings.
Push an invoice, refund part of it, and watch Xero agree.
We'll do it against Xero's demo company on the call.
