> ## Documentation Index
> Fetch the complete documentation index at: https://sailia-mintlify-document-new-features-1776330531.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Xero accounting sync

> Automatically sync your Sailia payouts to Xero as categorized invoices.

Sailia's accounting sync connects your account to [Xero](https://www.xero.com/) and automatically creates invoices for each payout. Every invoice is categorized by VAT rate and account code, marked as paid, and includes a detailed CSV breakdown for reconciliation.

<Note>
  When you enable accounting sync, only payouts created **after** you turn on syncing are sent to Xero automatically. Historical payouts are not back-synced, but you can send individual past payouts manually.
</Note>

## Prerequisites

* An active Xero organization
* A Stripe-connected Sailia account with payouts enabled

## Set up accounting sync

<Steps>
  <Step title="Connect your Xero account">
    Navigate to your accounting settings and select **Connect to Xero**. You are redirected to Xero to authorize Sailia. Once authorized, Sailia automatically creates two clearing accounts in your Xero organization:

    * **Sailia Stripe Clearing Account** — receives Stripe payout payments
    * **Sailia Cash Clearing Account** — receives cash payout payments
  </Step>

  <Step title="Configure accounting categories">
    Set up at least two accounting categories:

    * A **default** category with your standard VAT rate
    * A **no-VAT** category with a 0% rate

    You can create additional categories for other VAT rates. Once a category has been used on a transaction, its rate is locked and cannot be changed.

    <Warning>
      You cannot modify the VAT rate of a category after it has been applied to a basket item. Archive the category and create a new one if you need a different rate.
    </Warning>
  </Step>

  <Step title="Map categories to Xero">
    Map each accounting category to:

    * A **Xero tax type** (e.g. `OUTPUT2` for 20% VAT)
    * A **Xero account code** (e.g. a revenue account)

    You also need to configure two special mappings:

    | Mapping       | Purpose                                                      |
    | ------------- | ------------------------------------------------------------ |
    | **Gift card** | The Xero account code for gift card redemptions              |
    | **Fee**       | The Xero account code for processing fees (e.g. Stripe fees) |

    The setup status indicator shows whether all required mappings are complete.
  </Step>

  <Step title="Assign categories to products">
    Assign accounting categories to your products — activities, shop products, membership plans, activity passes, and add-ons. This determines how each sale is categorized on the Xero invoice.

    If you change category assignments after baskets have been created, use the **Recalculate** action to re-apply categories to any basket items that have not yet been synced.
  </Step>

  <Step title="Enable sync">
    Toggle **Sync to Xero** on. Sailia records the current timestamp and only syncs payouts created from this point forward.

    <Info>
      If you disable and re-enable sync, the timestamp resets. Only payouts created after re-enabling are automatically synced.
    </Info>
  </Step>
</Steps>

## How sync works

Once enabled, a scheduled process handles automatic syncing:

1. **Finds new payouts** — picks up all paid payouts created after you enabled syncing that have not yet been sent to Xero.
2. **Creates an invoice in Xero** — each payout becomes a single authorized invoice with line items grouped by VAT rate and account code.
3. **Marks the invoice as paid** — a payment is recorded against the appropriate clearing account (Stripe or cash).
4. **Attaches a CSV breakdown** — a detailed product-level breakdown is attached to each invoice for auditing.

<Info>
  If a payout has a negative net total (refunds exceed charges), Sailia creates an accounts payable bill in Xero instead of a receivable invoice.
</Info>

## Send a historical payout manually

To sync a payout that was created before you enabled accounting sync, locate the payout in your finances section and select **Send to Xero**. This sends the individual payout regardless of when it was created.

## Disconnect Xero

To disconnect your Xero integration, go to your accounting settings and select **Disconnect**. This revokes the OAuth connection on both Sailia and Xero. Invoices already created in Xero are not affected.

## Troubleshooting

<AccordionGroup>
  <Accordion title="Setup status shows incomplete">
    Verify that every accounting category has both a Xero tax type and a Xero account code mapped. Check that the special gift card and fee mappings are also configured.
  </Accordion>

  <Accordion title="Payouts are not appearing in Xero">
    Confirm that:

    * **Sync to Xero** is toggled on
    * The payout was created **after** you enabled syncing
    * The payout status is **paid**
    * Your Xero connection is active (check the accounting settings page)
  </Accordion>

  <Accordion title="Xero connection expired">
    Sailia automatically refreshes your Xero OAuth tokens. If the connection expires (for example, after extended downtime), reconnect by selecting **Connect to Xero** again in your accounting settings.
  </Accordion>
</AccordionGroup>

## Related guides

<Columns cols={2}>
  <Card title="Financial reporting" icon="chart-line" href="/payments/reporting">
    View payouts and export financial data.
  </Card>

  <Card title="Gift cards" icon="gift" href="/pricing/gift-cards">
    How gift card redemptions are mapped in Xero.
  </Card>
</Columns>