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.

You may have a few questions about the integration—let's go through them!

How do I get Xero?

You can sign up for Xero on their website

Are there any additional costs?

As Xero is a completely separate software system, they will have their own pricing structure, and you will need to pay their fees to use their services. Their pricing can be seen here

What does connecting Cliniko to Xero do?

Once you've integrated with Xero, Cliniko will push all invoices and payments that are created in Cliniko, into Xero! Past Cliniko invoices and payments can be synchronised, as well.

This tutorial will walk you through:

Setting Up The Integration

☝️ Note: Before starting this process, you will need to have an account with Xero. Head over to their website to sign up (they do have a free trial!).

Once you are an official member of Xero, you can now start the integration process!

Head to Settings, and then Integrations:

Under Integrate with Xero, press the Connect to Xero button:

You'll be prompted to log in to Xero:

You'll be prompted to allow Cliniko to access your Xero account's data. Click Allow access:

There will be a message stating that Xero is bringing you back to Cliniko—don't leave the page:

The page will refresh, and you will now see more information under the Integrate with Xero section:

That's the first step! You still need to do a few more things.

Select the Default Xero Sales Account for Invoice Items

☝️ Note: This is very important! The integration will not work until you complete these steps.

Select the appropriate Xero account from under the Default Xero sales account for invoice items:

☝️ Note: The accounts you see in this list will be "pulled" from whatever is in your Xero account. Learn more about setting up Xero for use with Cliniko here!

Select the Default Xero Account for Payments

☝️ Note: This is very important! The integration will not work until you complete these steps.

Select the appropriate Xero account from under the Default Xero account for payments:

☝️ Note: The accounts you see in this list will be "pulled" from whatever is in your Xero account. Learn more about setting up Xero for use with Cliniko here!

One Final Step …

Now the Integrate with Xero section should look something like this:

You've chosen your default accounts, and now you need to save the settings. Click the Save integration settings button, and you will be connected!

There are a few more things you can do, though, to get even more out of the integration!

Synchronise Older Invoices and Payments

If you've already been using Cliniko for a while and are just now integrating with Xero, you can send all your old invoices and payments over to Xero quite easily!

In the Integrate with Xero section, click the link that says Synchronise from previous date:

Use the calendar to navigate to your earlier date:

And then click the Synchronise previous information to Xero button:

You'll then see a message indicating that Cliniko is currently preparing to "batch sync" your invoices and payments to Xero:

There are a couple of things to keep in mind with this!

  • It does not happen immediately. The "batch sync" process runs on "Xero time"—meaning, Cliniko has to abide by the rules that Xero sets in place for when it "accepts" new invoices and payments! Invoices will generally make their way into Xero quicker, but payments will take a bit longer—Xero's API (the "path" that is used for Cliniko to talk to Xero) only allows for one payment to be sent across each minute. This means that it you have a lot of older payments, they could take a few hours (or even days) to materialise in Xero.
  • It does not happen in any particular order. If you have invoices and payments numbered 1 through 5,000, number 2,591 might be the first one to hit Xero, and number 1 might be the very last! There's no way to tell which ones might be synched over to Xero first, but rest assured—they will all make it!
  • You can still create new invoices and payments in Cliniko while this "batch sync" is working. The batch sync is a "behind the scenes" process, so it won't affect any work you're doing in Cliniko while it happens!

Viewing Synchronised Invoices

Have questions about which invoices have been synced over? Click the View synchronised invoices link:

And you can see a list of all your invoices, as well as the status:

☝️ Note: If an invoice is marked as "Failed", there will be a message about why this is. Check out some of the common reasons as to why an invoice would fail to sync with Xero, or send us a message and we can help!

Even More Settings!

Now that Cliniko and Xero are connected, invoices and payments will automatically be synced over from Cliniko, to Xero!

While you have the default accounts set up (as we outlined above), you can override this by setting up individual accounts to send each billable item, payment type, and product to! Head over here to learn how to do that.

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