Once you have set up your Xero account for use with Cliniko, this article will show you through getting connected! We strongly recommend you seek your accountant's or bookkeeper's input when setting up your Xero account and the connection with Cliniko.
Here's an outline of what you'll read here:
First things first
☝️ Note: Please do not connect your Cliniko account to Xero before setting up Xero.
Before being able to connect Cliniko to Xero, you'll need an active Xero account, and you'll need to set up that account for seamless use with Cliniko.
Please read through the below guide first, before going any further in this guide:
This guide shows you how to set up the required accounts in Xero, and how to connect the optional bits and pieces in Cliniko after you are connected. Once done, return back here to continue and get connected!
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 subscribe to 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 across to Xero! Past Cliniko invoices and payments can be synchronised as well. You can then perform more accounting related functions on your financial data, such as reporting and reconciliation against your bank feed!
Connecting the integration in Cliniko
☝️ 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!). Please also ensure that your Xero account is set up and ready for use with Cliniko.
Once you have your Xero all all set up the way you need it, you can get started on the integration process!
In Cliniko, 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 on a new page, called Edit your integration with Xero:
Select the default Xero sales account for invoice items
☝️ Note: This is very important! The integration will not work until you complete these steps to set your default accounts.
Select the appropriate Xero account from under the Default Xero sales account for invoice items:
☝️ Note: The account numbers shown are an example only. You can set up your Xero chart of accounts however you need to. 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 clearing account for payments
☝️ Note: This is very important! The integration will not work until you complete these steps. Do not select your bank feed account. Select the clearing account you have created in Xero.
Select the appropriate Xero account from under the Default Xero account for payments:
☝️ Note: The account numbers shown are an example only. You can set up your Xero chart of accounts however you need to. The accounts you see in this list will be "pulled" from whatever is in your Xero account.
Save your settings
Now the Integrate with Xero section should look something like this (remember the account numbers shown are an example only):
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!
Synchronising from a previous date
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! You may require only data from a particular date pushed across, such as July 1st.
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!
No data is duplicated in Xero. Only invoices and payments from the selected date that have not already been pushed across will be synchronised to Xero.
You can still create new invoices and payments in Cliniko while this "batch sync" is working. The batch sync is a background process, so it won't affect any work you're doing in Cliniko while it happens.
Please keep in mind that payments made via account credit in Cliniko are not accepted by Xero. The invoices will sync over, but they will remain as open invoices in Xero (even though they would be closed in Cliniko). You will need to manually record the payment against that invoice in Xero, if it was paid via account credit in Cliniko.
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!
Now that Cliniko and Xero are connected, invoices and payments will automatically be synced over from Cliniko to Xero!
Remember that while you have the default accounts set up (as we outlined above), you can override this by setting up individual accounts in Xero and have Cliniko send each billable item, payment type, or product to a specific account. This is completely optional. Refer back to this guide for those details.