Here you will learn how to manage bookings with a Xero integration.
Step 1 - Adding Products to a Booking
This guide provides step-by-step instructions on how to add and configure products within the Xero Bookings module. Learn how to manage your inventory and link items to your booking services efficiently.
How do I access the Products menu in Xero Bookings?
To get started with adding a new product, you first need to navigate to the main dashboard. From the top navigation bar, select the Bookings menu and then click on the 'Products' option from the dropdown list. This will open your existing product library where you can manage your current items or add something new to your inventory.
💡 Action Steps
Select the Bookings menu
Click on Products
How do I create a new product entry?
Once you are in the Products section, look for the 'Add New' button located at the top right of the screen. Clicking this button will open a blank product template. You'll need to start by entering the 'Product Name' in the first field. Make sure this name is clear as it will appear on your invoices and booking confirmations for your customers to see.
💡 Action Steps
Click the Add New button
Enter the Product Name
What product details should I include?
After naming your product, you should fill in the 'Description' field. Provide a brief summary of what the product is or any specific details the customer needs to know. Below the description, you will find the 'SKU' or 'Product Code' field. Enter a unique identifier here to help you track your stock levels and organize your product list effectively within the system.
💡 Action Steps
Fill in the Description field
Enter a unique SKU or Product Code
How do I set the pricing and tax rates?
Now you need to move down to the 'Pricing' section. Enter the unit price for the product in the 'Sales Price' field. Once the price is set, use the 'Tax Rate' dropdown menu to select the appropriate tax percentage for this item. This ensures that when the product is added to a booking, the totals and tax calculations are handled automatically by Xero.
💡 Action Steps
Enter the Sales Price
Select the Tax Rate from the dropdown menu
How do I assign an account code to the product?
To ensure your bookkeeping is accurate, you must map the product to the correct account in your Chart of Accounts. Locate the 'Account Code' field and select the relevant revenue or sales account from the list. This step is critical because it tells Xero exactly where to record the income generated from this product whenever it is sold.
💡 Action Steps
Click the Account Code field
Select the relevant account from the Chart of Accounts
What is the process for saving the new product?
Before finishing, double-check all the information you have entered, including the price, tax rate, and account mapping. If everything looks correct, click the 'Save' button at the bottom of the page. The product will now be active in your list and available to be selected when you are creating or editing your booking services.
💡 Action Steps
Review all entered fields
Click the Save button
Step 2 - Adding Payment Schedules to a Booking
This guide covers how to set up and manage payment schedules for your invoices. You will learn how to split totals into multiple installments and configure specific due dates.
How do I access the payment schedule settings?
To get started with setting up your payment installments, you first need to navigate to the invoice or order where you want to apply the schedule. Look for the payment settings section within the document editor to find the scheduling options.
💡 Action Steps
Open the invoice or order record
Locate the payment settings area
How do I add a new payment schedule?
Once you are in the correct section, you can click on the Add Payment Schedule button. This will open up a new set of fields where you can define how the total balance should be broken down into smaller payments.
💡 Action Steps
Click the Add Payment Schedule button
Open the schedule configuration fields
How do I define the installment amounts?
You can split the total amount by either a percentage or a fixed currency value. Enter the amount you want for the first installment, and the system will automatically calculate the remaining balance so you can see what is left to be scheduled.
💡 Action Steps
Select percentage or fixed amount
Enter the value for the first installment
Review the remaining balance calculation
How do I set the due dates for each payment?
For each line item you add to the schedule, you need to assign a specific due date. You can choose a fixed date from the calendar or set it relative to the invoice date, such as 30 days after the issue date.
💡 Action Steps
Click the date field
Select a specific calendar date
Or set a relative date period
How do I add additional installments to the plan?
If you need to break the payment down into more than two parts, simply click the plus icon or the add line button. This allows you to continue adding installments until the total balance of the invoice reaches zero.
💡 Action Steps
Click the plus icon to add more rows
Continue adding lines until the balance is fully allocated
How do I remove an installment from the schedule?
If you make a mistake or need to change the structure, you can remove an individual installment. Click the delete or trash can icon next to the specific payment line you want to get rid of.
💡 Action Steps
Locate the specific installment line
Click the delete/trash icon
How do I save the completed payment schedule?
After you have allocated the full amount and assigned all the due dates, you must save your changes. Click the Save or Apply button at the bottom of the window to ensure the schedule is attached to the invoice.
💡 Action Steps
Verify the total scheduled matches the invoice total
Click Save or Apply
What happens after the schedule is saved?
Once the schedule is saved, the invoice will reflect these multiple due dates. When you send the invoice to your customer, they will see the breakdown of when each installment is due rather than just one single lump sum.
💡 Action Steps
Review the updated invoice summary
Send the invoice to the customer
Step 3 - Recording Payments & Invoices on a Booking
This guide provides a comprehensive walkthrough of managing your invoicing workflow and processing payments within Xero. You will learn how to create invoices, set up payment services, and reconcile transactions efficiently.
How do I create a new sales invoice in Xero?
To get started with a new invoice, click the plus icon in the top navigation bar and select Invoice. You'll need to enter the customer name in the To field; if it's a new contact, you can add them on the fly. Set the date, the due date, and the invoice number will automatically generate based on your sequence settings. Enter the items you're selling, ensuring the account code and tax rate are correct for each line item.
💡 Action Steps
Click the plus icon in the header
Select Invoice
Enter the customer name in the To field
Set the Date and Due Date
Select or enter line items
Verify Account codes and Tax Rates
How can I customize the look of my invoices?
You can change how your invoices look by going into your Invoice Settings. From here, you can upload your company logo and create different branding themes. This allows you to choose which details, like payment terms or your bank account number, appear on the PDF or online version of the invoice that your customers see.
💡 Action Steps
Go to Organization Menu
Select Settings
Click Invoice Settings
Upload a logo
Edit or create a Branding Theme
What is the benefit of using online invoices?
When you send an invoice from Xero, your customer receives a link to an online invoice. This is a live document, meaning if you make changes in Xero, they'll see the update immediately when they refresh the link. It also allows them to see the current status, such as whether it's been viewed or paid, and gives them the option to pay you instantly if you have payment services connected.
💡 Action Steps
Email the invoice to the customer
Include the link to the online invoice
Check the 'Viewed' status in the invoice history
How do I set up payment services like Stripe or PayPal?
To get paid faster, you can connect payment services to your invoices. Go to the Payment Services screen and select the provider you want to use, such as Stripe for credit cards or PayPal. Once connected, a 'Pay Now' button will appear on your online invoices, allowing customers to pay you securely with just a few clicks.
💡 Action Steps
Navigate to Settings
Select Payment Services
Click Add Payment Service
Connect Stripe, PayPal, or another provider
Apply the service to your branding themes
How do I record a manual payment on an invoice?
If a customer pays you via bank transfer or cash rather than through an online link, you'll need to record that payment manually. Open the specific invoice, scroll down to the 'Receive a payment' section at the bottom, and enter the amount paid, the date received, and the bank account it was deposited into. Click 'Add Payment' to update the invoice status to Paid.
💡 Action Steps
Open the approved invoice
Scroll to the Receive a payment section
Enter the Amount Paid
Select the Date Paid
Select the Paid To account
Click Add Payment
How do I send invoice reminders automatically?
You don't have to manually chase every late payment. In your Invoice Settings, you can turn on Invoice Reminders. You can set up different schedules, such as reminding a customer five days before an invoice is due, or seven days after it's overdue. You can also customize the email message that gets sent out for each reminder interval.
💡 Action Steps
Go to Invoice Settings
Click Invoice Reminders
Toggle the switch to 'Reminders are ON'
Set the number of days for reminders
Edit the email template for each reminder
How do I view all outstanding invoices?
To see who owes you money, navigate to the Business menu and select Invoices. The dashboard here gives you a quick breakdown of what is in draft, what's awaiting approval, and what's currently overdue. You can click into the 'Awaiting Payment' tab to see a full list of outstanding balances and their due dates.
💡 Action Steps
Click the Business menu
Select Invoices
Review the summary categories
Click the Awaiting Payment tab
How do I reconcile invoice payments in the bank feed?
Once your bank statement lines flow into Xero, you need to match them to your invoices. In the Reconcile tab of your bank account, Xero will look for matches based on the amount and the payee's name. When it finds a match, the line will turn green; just click 'OK' to reconcile the payment and mark the corresponding invoice as paid.
💡 Action Steps
Go to the Dashboard
Click Reconcile on your bank account
Confirm the green match suggested by Xero
Click OK
Note - Clients can download their own PDF Receipts in the client portal under the payments section.
Note - You will only use the "Link Invoice" button when a customer already exists in Xero. All other customers click "New". If they are a once off customer (Such as a wedding), some of our users like adding the date to the name "Jennifer Williams 14th Sept 2027" etc.
Using The Integration
We recommend that all account users manage the integration in the format below.
All invoices, products, and payments should be created in BriteBiz, and you manage your bank reconciliation in Xero (which updates BriteBiz).
There are 5 primary entries.
ACTION BRITE | ACTION XERO |
Create Payment ➜➜➜➜ | ✅ Immediately creates the payment in Xero |
Create Invoice ➜➜➜➜ | ✅ Immediately creates the invoice in Xero |
✅ Automatically Updates Brite (this is a sync that is done overnight or you can use the Payments Sync on payments page to update immediately) | ⟸⟸⟸ Record Payment On Invoice in Xero
 |
✅ Automatically Reconciles in Brite (this is a sync that is done overnight or you can use the Payments Sync to update immediately). Payments not reconciled have a red icon.
 | ⟸⟸⟸ Payment Reconciled in Xero
|
|
|
What To Do If Edits Are Made In Xero?
Again, we recommend that all edits to invoices and payments are done in BriteBiz. However, if edits are done in Xero, our super Two-Way integration has you covered and BriteBiz is updated as follows.
ACTION XERO | ACTION BRITE |
Invoice Edited in Xero ➜➜➜➜ | Go to the corresponding invoice in Brite and click on the sync with Xero button.
 You will find this button on the bottom left of the invoice. |
Payment Edited in Xero ➜➜➜➜ | Updates Brite overnight or you can use the Payments Sync to update immediately. |
Create New Product in Xero ➜➜➜➜ | Click the Import Products button in the Financial Settings. |