Under Business Settings > Integrations the Acuity account admin can manage Xero, allowing us to create clients, invoices and payments in Xero for you.
When the integration is active, new clients in Xero will be created as new appointments are booked in Acuity. Under Settings, you have two options:
- Don't create an invoice, just add them as a client
- Create an invoice, but don't send it
When creating invoices, you'll need to select a Xero Account for invoices and another for payments. Payments made through Acuity will be automatically added to invoices we create in Xero, and invoices can be disabled for free appointments. If an appointment is canceled or rescheduled in Acuity, invoices will not be updated automatically.
Read on for more details about client information, products & packages, and classes.
Note: This integration isn't available to users in New Zealand and Australia.
First name, last name and email address are sent to Xero automatically at the time the appointment is scheduled. You can include other information from appointments and intake forms to clients in Xero by selecting the fields in your integration settings:
Packages & Products
Currently we don't create invoices in Xero for packages or products sold through Acuity, but it's possible using Zapier. Select the "New Product Order" trigger for Acuity and the "New Invoice" action for Xero to get started.
When appointments are booked using a package code, the total price for the appointment will be $0. Creating invoices for these appointments can be disabled by unchecking Create an invoice even if the appointment is free.
Classes and Recurring Appointments
We create invoices in Xero for each appointment in Acuity. Anytime multiple appointments are scheduled at once (such as a class series, multiple class slots, or recurring appointments) an invoice will be created for each. This allows additional flexibility when handling cancellations and rescheduling.
Acuity's Xero integration can't automatically send emails through Xero's API, so there are a couple options for sending invoices. First, they can be emailed individually from the customer profile in Xero. Alternately, you can copy and merge invoices into one bill then email the client.
Tips & Over Payments
Acuity is only able to sync payments up to the full value of each invoice. Tips will need to be recorded separately, but the Tips Report in Acuity is there to help with that.
Xero Accounts ⚓
Invoices and Payments will be associated with specific Xero Accounts. For invoices, you'll be able to sync to accounts of the type Revenue and Sales. Payments will be able to sync to Bank type accounts, or accounts with the option Enable payments to this account checked. We'll need the Account Code to sync properly, so if you don't see the account you're looking for double check that it has a Code set in Xero.
You can find details on all of your Xero accounts under Settings > Chart of Accounts.
Xero and Taxes
There are three options for recording taxes when creating invoices in Xero:
- No Tax/Tax Exempt
The Inclusive option creates invoices with a total value set to the price of the appointment with taxes already included as a portion of the price. Exclusive creates an invoice with taxes added to the appointment price. And No Tax doesn't record any taxes in Xero.
When recording taxes, Xero will automatically use the default tax rate set up for the Xero Account you've selected for invoices. You can find this by viewing Settings > Chart of Accounts in Xero, and then selecting the account: