Integrating Cliniko with your Xero Account

What is Xero?

Xero is an accounting software system that helps you see your cash flow in real-time. It also has online accounting, banking, and payroll features. 

How do I get Xero?

You can sign up for Xero on their website. Visit Website

What does connecting Cliniko to Xero do?

Once you have integrated Xero, Cliniko will push all invoices and payments that created/modified into Xero. Past Cliniko invoices and payments can be synchronised as well. 

Set up the integration

  1. Go to Settings then Integrations in your Cliniko account
  2. Click the Connect to Xero button
  3. You will then be taken to Xero to login
    Screen_Shot_2013-10-01_at_9.56.50_AM.png
  4. Select the organisation in Xero you want to integrate Cliniko with and click the green Authorise button
  5. You will be directed back to Cliniko
  6. Choose a default Xero account for invoice items
    This will affect both billable items and products within Cliniko.
  7. Choose a default Xero account for payments
    Note: These accounts will be used if an explicit account is not setup for the individual billable item, product, or payment type. Explicit settings are covered below.
  8. Choose a Xero tax rate for tax exempt revenue
  9. Click the "Save integrations settings" button

Cliniko is now connected to Xero!  All invoice information created in Cliniko will automatically get pushed across to Xero.

 

Customising individual account codes

Each of your billable items, products and payment types will use the default accounts as specified above. However you are able to customise them should you wish to. Note, this is done on a per item basis.

Customising billable items.

  1. Click on Settings then Billable Items and select a billable item you wish to customise
  2. Select a Xero account code
    Cliniko__Settings.png
  3. Click Update Billable Items

Customising products

  1. Click to Products and select a product you wish to customise
  2. Select a Xero account code
    Cliniko.png
  3. Click Update Product

Customising payment types

  1. Click on Settings then Payment Types and select a payment type you wish to customise

  2. Select a Xero account code
    Cliniko__Settings.png
  3. Click Update Payment type

 

Have more questions? Submit a request

Comments

  • Avatar
    Carol Adams

    I am very excited with this addition, I want to trial Xero, will it work with the 1 month trial?

  • Avatar
    Joel Friedlaender

    Yes it will.

  • Avatar
    Carol Adams

    Thanks Joel'

    Is there a security level as at the moment our receptionist has administrator access so she can complete her duties...

  • Avatar
    Leah Hechtman

    Hi Joel

    Congrats on this release. Really great work and glad you managed to get there at the start of the financial year. 

    Quick question/comment - with the integration, we'll need to have 2 accounts linked in xero - one for products and one for services.  I'm not sure how the integration will handle GST vs GST free items as well. Can you add this feature?

    Many thanks as always, leah

  • Avatar
    Sheldon Stackpoole

    Hi Joel,

    Nice work on the integration :-)

    I agree with Leah - definitely having 2 accounts would be good. I would actually take it a step further whereby you have a drop-down assigned to each service/product in "settings" and "products" allowing the user to choose the appropriate Xero account. It would be worth checking out the Xero owned WorkflowMax program as a reference point.

    I am sure all your clients who aren't on Xero will now be switching over to the best accounting program on the market.

    Congratulations once again,

    Sheldon

    Perth MFR

     

  • Avatar
    Joel Friedlaender

    @Carol, security levels aren't really relevant here, the sync-ing just happens.

    @Leah, you can set each product/service individually with an account, in case they vary.  If you just have the same account for all services, and a different account for all products then I'm sure we can add another default so you don't need to edit every one.  Did I understand correctly?

    @Sheldon, we do have that drop down for each product/service right now, it just falls back to the default if you don't choose one.

    Thanks for the feedback!

  • Avatar
    Sheldon Stackpoole

    Thanks Joel :-)

    Drilling down further, can you confirm whether the "Item Code" under "Products" in Cliniko connects through to the "Item Code" under "Inventory" in Xero?

    Sheldon

  • Avatar
    Sheldon Stackpoole

    Also re invoices in Xero. Currently they are coming though to "awaiting payment" on the sync even though they have been recorded in Cliniko as being paid.

    Thanks,

    Sheldon

  • Avatar
    Leah Hechtman

    Thanks Joel. All products would ideally have a separate account in xero (separate from services). Can you organise this? Also, has the GST split been sorted as I imagine that will require linking to other accounts as well (some products and some services will have GST, some won't).

    Thanks!

     

  • Avatar
    Joel Friedlaender

    We'll make the change for separate products/services default accounts.  Bruno is focused on enhancing Xero now so shouldn't take long.  GST should be handled correctly already.

  • Avatar
    Joel Friedlaender

    @Sheldon, We'll need to confirm item code and inventory.   As for the status, Bruno knows more about this than me, I'll wait for him to chime in on that.

  • Avatar
    Bruno Pinto

    @Sheldon

    Payments

    We are not syncing payments yet, this is the next part of the integration that will be done. So, for now, all the invoices will be marked as "awaiting payment" on xero, we expect to integrate payments in the coming weeks!

    Item code

    We were connecting the item codes, but we had to drop it. And the reason is: If this item code is not under the inventory list in Xero, the invoice sync will fail. This was happening to many users and the integration was not working as expected.

    So, we are going to be working on some features such as, email warning when an invoice sync fails and other features that will allow us to use this item code again.

     

    @Leah

    Do you use two different xero accounts as in two different logins or as in account code? Xero makes it really hard by calling both "accounts".

    If it's xero account as in account code, as of now, you could edit your services or products and specify their own account code.

  • Avatar
    Joel Friedlaender

    @Bruno, Leah means two different Xero accounts.  What we need to do is have two default Xero accounts in the integration settings, one for products, one for services.

  • Avatar
    Julie Damant

    I was very happy when I saw this and went to set this up but it probably won't work as I need to separate products and services. I don't want to have to go in and edit each product so it is probably best to wait until there is a separate xero account for products and services. Also how does this work if there is no tracking of daily payments? 

  • Avatar
    Bruno Pinto

    Every invoice created or updated on Cliniko is automatically created or updated on Xero.

    I'm sure we will release this feature you need soon Julie, and you'll enable it! :)

  • Avatar
    Tracy Phua

    This sounds fabulous, I especially like that you can choose a different code for each product/service as that will allow us to track profit by profit centre.  When you say that payment integration is coming, how will that work?  Is there any chance it can make one payment for all eftpos for one day rather than having to match up multiple payments to each total takings figure in xero? I suppose though, as long as it has the date of payment flowing through it should be pretty easy to reconcile, much easier than I currently have it!

  • Avatar
    Pearce Vander Meeden

    Hi There,

    I have connected my cliniko to xero however, am not seeing invoices flow through to xero. Is there a syncing process?

  • Avatar
    Bruno Pinto

    @Tracy

    Payments would be created on Xero the same way they were created on Cliniko. Does it make sense?

    @Pearce

    Have you selected a default account code? Could you create a ticket on the support forum so that we could understand better what's happening?

  • Avatar
    Faisal Shahabuddin

    When payment integration is done does that mean that all paid invoices will also get created in Xero?  How much longer before this feature is available?

  • Avatar
    Bruno Pinto

    Only the invoices create/updated after the payment integration is released – you could always update old invoices in order to get them synced.

    We are finishing the invoices integration and then we will start working on the payments integration, I can say it's close.

  • Avatar
    Popp Hand Therapy

    How does the. Sync work. I have connected my accounts from cliniko to xero but there is nothing in xero? What am I missing?

  • Avatar
    Bruno Pinto

    Hi, the integration works as follow:

    Every invoice you create or update after you enable the integration, will be automatically synced with Xero. What are you trying to do, sync old invoices?

  • Avatar
    Shannon Burford

    Great work with the integration and have to say it is really number 1 for me to use cliniko. I have been using Xero for a year now and have been excited to join you now.

    Just joined today and getting things ready to sync but agreed with previous users that there needs to be a split from the invoice into multiple accounts in xero.

    1) consultations (GST/tax free)

    2) products (with tax)

     

    Thanks for all of your hard work!

  • Avatar
    Bruno Pinto

    @Shannon

    Just to confirm that you know it's possible to configure a Xero account per invoice item. This configuration can be done at the product and billable item page, as shown below:

    Screen_Shot_2013-08-08_at_10.40.45_.png

     

    We will later work on having two default xero accounts though, one for services and another for products.

  • Avatar
    Kris

    I'm transitioning to Xero now and have about 150 products already entered in the system plus a range of services.  Does this mean that I have to go through and individually add the correct Xero account code for each product?  Or is there another way?  Currently I frequently have both products and services on the one invoice.  Look forward to being able to sort this out soon.  Thanks.

  • Avatar
    Bart Lewis

    @Kris, I got your ticket and sent you over a response. Let us know if you have any other questions. Thanks much!

  • Avatar
    Joanne Van Heeswyk

    I would like to know how to do a bank reconciliaton add, bank balances etc without having to download or import, and this be done? 

  • Avatar
    Clare Balogh

    We appear to have a timezone problem with our syncing.  Xero is setup as +10 and Cliniko is set up the same, however transactions which are processed in the early morning as processed as the previous day in Xero.  It is not a big issue but just thought we would let you know

  • Avatar
    Kristen Edwards

    Hi,  I'm having a problem when an invoice/payment is done incorrectly in Cliniko, picked up the next day during reconciliation with our merchant statement and being corrected - that correction doesn't sync with Xero.  It has to be manually adjusted.

     

    The other question I have is:  Is there a way to specify that Cash payments in Cliniko are synced to a cash account in Xero rather than the default bank account where the remainder of deposits are made?

     

    Thanks

  • Avatar
    Jim Sadusky

    Hey Kristen! We can't make modifications to hose invoices automatically. You'll need to manually update it in xero as you've mentioned.

    If you go into your settings tab -> payment types you will see an option to change the account cash payments are synced to.

Powered by Zendesk