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Setting up Xero for use with Cliniko

Setting up your Xero account is the most important step in making sure that everything will be where it should be. Due to the nature of the integration, and the nature of reconciling, you will want to make sure that you have the appropriate Sales and Payments accounts set up before starting the integration. Here's how we recommend setting up those accounts.

Clearing Accounts for Payments

We push across the Payments from Cliniko to Xero on a one-by-one basis. This means that you'll want to make sure that you have a 'clearing account' set up for each Payment Type that you are expecting deposits from. Having a clearing account is integral if you want to reconcile your payments documented in Cliniko against your bank feed in Xero. As an example, you might want a clearing account for HICAPS, EFTPOS, Cash deposits, your Online Payment Provider, and Direct Deposit. Here's how to set up a new account in Xero, for your new Clearing Accounts:

  1. Log into your Xero organisation
  2. Head to Settings->Chart Of Accounts

  3. Click "Add Account"

  4. Select "Current Asset" in the Account Type drop down bar

  5. Select a Unique Code (I suggest something between 611 and 619, for ease of reference)
  6. Enter a Name for your clearing account (e.g. Clearing Account - EFTPOS)
  7. Enter a short Description, if you like (this description will help your bookkeeper or accountant to understand your use of this account)
  8. Select "BAS Excluded" in the Tax field

  9. Tick "Enable Payments to This Account"

  10. Hit Save to finish creating the Account

You will need to follow those steps for each Clearing Account you want to create.

Sales Accounts for Revenue

Xero helpfully already have a Sales Account set up, as code number 200. That one will be enough in most cases! However, if you have Invoice Items and Products that do not have GST charged on them, then you will have to set up a secondary Sales Account for GST-Free Sales. Here's the steps to do so:

  1. In Xero, head to Settings->Chart Of Accounts

  2. Click "Add Account"

  3. Select "Revenue" in the Account Type drop down bar

  4. Select a Unique Code (I suggest something near 200)
  5. Enter a Name for your sales account (e.g. Sales - Non-Taxable)
  6. Enter a short Description

  7. Select "GST Free Income" or "BAS Excluded" in the Tax field, depending on what is appropriate for your business

  8. Hit Save to finish creating the Account

That should be all you need to do for your Sales accounts to be ready for your reporting! However, you can take it further: you could choose to create a Sales account for your Products, or create a Sales account for each modality within your Cliniko.

Connecting your Bank Account to Xero

Xero have some great support articles on this one, and it's pretty straight forward! Here's an article from their support site on how to connect a Bank Feed:

With all of the above in place, it's now time to connect Cliniko and Xero together:

Connecting your Payment Types to your Clearing Accounts

After you've connected Xero and Cliniko together, there's still some set up work to be completed before you can start using the integration. Firstly, you'll need to make sure your different Payment Types are linked to the right Clearing Accounts you've set up in Xero. Here's how:

  1. In Cliniko, head to Settings

  2. Click through on Payment Types
  3. Click through on a Payment Type (e.g. EFTPOS)
  4. Select the relevant Clearing Account in the Xero drop down bar

  5. Hit Update Payment Type

You'll need to repeat this process for all Payment Types that you want connected to their relevant Clearing Accounts.

Connecting your Billable Items to your Sales Accounts

Setting up your Defaults may be all that you need to do for your Billable Items. You would have set up your Default Account for Sales when completing the actual integration between Cliniko and Xero. However, if you need to drill down further (e.g. for non-taxable services or items), here's how:

  1. In Cliniko, head to Settings

  2. Click through on Billable Items

  3. Click through on a Service (e.g. Initial Consultation)
  4. Select the relevant Sales Account in the Xero drop down bar

  5. Hit Update Billable Item

The same applies for any Products you would like to push anywhere other than your Default Sales Account:

  1. In Cliniko, head to Products

  2. Click through on a Product

  3. Click through to Edit

  4. Select the relevant Sales Account in the Xero drop down bar

  5. Hit Update Product

Having the right set up for your Sales Accounts is integral to having an accurate Business Activity Statement in Xero. If you set up your Default Sales Account, and drill down where you need to, correctly, then you'll be all set up and ready to use Cliniko and Xero together!

Reconciling is a tricky business. But with Cliniko and Xero, we make things easy. Follow this link to find out how you can use this set up to reconcile correctly.

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