Everything you need to know about setting up products, financial and payments and your Xero integration (3 x Video's 📺).
ARTICLE FOR XERO USERS USING MULTI INVOICE INTEGRATION
There is a powerful TWO-WAY integration between Xero and Brite, which allows you to seamlessly manage your accounts and payments in your BriteBiz while automatically updating your Xero account.
These support videos are for all currency accounts including $, £ and €.
There are three parts to the training.
Part 1 - Setup Video - Admin Users Only
Learn how to configure and manage multiple Xero organizations within your account. This guide covers the essential steps for navigating and setting up multi-entity environments efficiently.
How do I begin the Xero multi-organization setup?
To get started with setting up multiple organizations, you need to navigate to your Xero dashboard. From the top left corner, click on your organization name to reveal the dropdown menu. From here, you can see all your existing organizations and the option to add a new one. This is the central hub for managing your multi-entity environment.
💡 Action Steps
Click on the organization name in the top left corner
View the list of existing organizations
Identify the 'Add a new organization' option
How can I add a new organization to my account?
When you are ready to add a new entity, select 'Add a new organization' from the menu. You will be prompted to enter the specific details for this new business, including the organization name, what the business does, and where the organization is based. Ensure you select the correct country to ensure tax settings are applied accurately from the start.
💡 Action Steps
Select 'Add a new organization'
Enter the organization name
Select the business industry
Choose the correct country for tax purposes
What is the process for choosing a plan for the new entity?
Once the basic details are entered, you need to choose the appropriate pricing plan for this specific organization. You can select from the available Xero plans based on the features the business requires, such as payroll or multi-currency. If you are just testing the setup, you can also opt for a 30-day free trial at this stage.
💡 Action Steps
Review available Xero pricing plans
Select the plan that matches the business needs
Choose the 'Start Trial' or 'Buy Now' button
How do I configure the organizational settings?
After creating the organization, go to the 'Settings' menu and select 'Organisation settings'. Here you will enter the legal trading name, upload a logo, and provide contact details like the physical address and website. These details are crucial as they will appear on your professional documents and invoices.
💡 Action Steps
Navigate to the 'Settings' menu
Click 'Organisation settings'
Enter the legal/trading name
Upload a company logo
Input the business address and contact information
How do I set up the Chart of Accounts for a new organization?
To manage your finances, you need to set up your Chart of Accounts. You can choose to use Xero’s default list of accounts, which is suitable for most small businesses, or you can import your own custom Chart of Accounts from a CSV file if you are migrating from another system. This ensures your reporting is consistent across your entities.
💡 Action Steps
Go to the 'Accounting' menu
Select 'Chart of Accounts'
Choose 'Use default' or 'Import' to bring in account codes
How can I manage user access across multiple organizations?
Managing who has access to which organization is handled through the 'Users' setting. You can invite new users to a specific organization and assign them roles like 'Standard', 'Adviser', or 'Read-Only'. If you have multiple organizations, you must manage the user permissions for each one individually to maintain security and privacy.
💡 Action Steps
Open 'Settings' and select 'Users'
Click 'Invite a user'
Enter the user's name and email address
Assign the appropriate user role and permissions
What is the best way to switch between different organizations?
Once you have multiple organizations set up, switching between them is very simple. Click on the organization name in the top navigation bar. A list of all your connected businesses will appear. Simply click on the name of the business you want to work in, and Xero will instantly switch your view to that organization’s dashboard.
💡 Action Steps
Click the organization name in the top bar
Select the desired organization from the list
Verify you are in the correct dashboard by checking the name at the top
How do I set up tracking categories for multi-entity reporting?
If you want to track different departments or locations within an organization, use tracking categories. Go to 'Advanced settings' and select 'Tracking categories'. You can add a category name like 'Region' and then add various options. This allows you to run detailed Reports, such as a Profit and Loss, filtered by these categories.
💡 Action Steps
Select 'Accounting' then 'Advanced'
Click 'Tracking categories'
Add a new tracking category and enter category options
Part 2 - Managing Bookings Video - All Users
This guide explains how to manage and sync multiple bookings from your scheduling platform into Xero. Learn how to streamline your invoicing process by grouping multiple appointments into a single sync action.
How do I get started with Xero Multi Bookings?
To begin managing multiple bookings for Xero, you first need to navigate to the integrations area of your dashboard. Select Xero from your connected apps to view the pending bookings ready for synchronization. This view allows you to see all individual appointments that haven't been pushed to your accounting software yet.
💡 Action Steps
Navigate to the integrations dashboard
Click on the Xero icon
Locate the pending bookings list
How can I select multiple bookings for sync?
You can select multiple bookings by clicking the checkboxes next to each individual entry in the list. If you want to process everything at once, use the 'Select All' toggle at the top of the column. This prepares the system to batch these specific items together for the transfer to Xero.
💡 Action Steps
Click individual checkboxes for specific bookings
Use the Select All toggle to select the entire list
What is the process for batching invoices?
Once you have selected your bookings, you'll see an option to 'Group by Customer'. When you enable this, the system looks for appointments belonging to the same client and prepares a single, consolidated invoice for them. This is much cleaner than sending ten separate invoices to the same person for different sessions.
💡 Action Steps
Enable the Group by Customer option
Review the consolidated list of pending invoices
How do I map account codes for multi bookings?
Before you complete the sync, you need to ensure your account codes are mapped correctly in the dropdown menu. Choose the appropriate sales account from your Chart of Accounts that these bookings should be recorded under. You can also apply specific tracking categories if you have them set up in your Xero organization.
💡 Action Steps
Select the Sales Account from the dropdown
Apply Tracking Categories if required
How do I finalize the sync to Xero?
After reviewing your selections and settings, click the 'Sync to Xero' button. You will see a progress bar while the data is transmitted. Once completed, the status of these bookings will change from 'Pending' to 'Synced', and a direct link to the generated invoice in Xero will appear next to the record.
💡 Action Steps
Click the Sync to Xero button
Wait for the progress bar to complete
Verify the status change to Synced
How can I handle sync errors?
If a booking fails to sync, it will stay in the list with a red error icon. Click on the icon to see the specific reason, which is usually a missing email address or an expired Xero connection. Fix the issue in the booking details and then click 'Retry' to attempt the sync again.
💡 Action Steps
Identify bookings with red error icons
Click the icon to read the error message
Correct the data and click Retry
Part 3 - Recording Old Payments 📺
**** IMPORTANT VIDEO WHEN ONBOARDING TO RECORD PAYMENTS ALREADY ACCOUNTED FOR IN XERO ******
Learn how to efficiently manage and record payments for multiple invoices at once within Xero. This guide covers batch payment processing and reconciling bulk transactions against your bank statement.
How do I get started with multi-payments in Xero?
To begin processing multiple payments at once, you'll want to navigate to the Business menu and select Bills to pay. This is your central hub for managing all outstanding obligations to your suppliers. Here, you can see a complete list of what you owe and use the checkboxes to select the specific bills you are ready to settle in a single transaction.
💡 Action Steps
Click on the Business menu
Select Bills to pay
Locate the list of outstanding bills
How do I select multiple bills to pay?
When you are looking at the Awaiting Payment tab, you can select multiple bills by clicking the checkboxes next to each individual line item. If you want to pay every bill currently displayed, you can click the master checkbox at the very top of the list to select them all at once. You'll notice the total amount updating as you make your selections.
💡 Action Steps
Go to the Awaiting Payment tab
Click the checkboxes next to specific bills
Use the top checkbox to select all bills if needed
do I create a batch payment?
Once you have selected the bills you want to pay, click the Batch Payment button at the top of the list. Xero will then prompt you to confirm the number of bills and the total value of the payment. Click OK to proceed to the payment details screen where you will finalize the transaction information.
💡 Action Steps
Click the Batch Payment button
Review the summary of selected bills
Click OK to confirm
What details are required for the payment bank account?
On the batch payment screen, you need to select the bank account from which the funds will be withdrawn. Ensure the payment date is correct, as this is the date that will be recorded in Xero. You can also add a reference for your own internal tracking to help identify this specific batch later during reconciliation.
💡 Action Steps
Select the Pay from bank account
Enter or verify the Payment Date
Input an optional Reference
How do I enter supplier bank details?
If you haven't already saved bank details for your suppliers, you can enter them directly on this screen. Fill in the bank account number and the details for the supplier's bank. Xero will remember these for future payments to the same contact, saving you time the next time you need to pay them.
💡 Action Steps
Enter the Bank Account Number for the supplier
Provide specific details for the supplier's bank
Save the contact details for future use
How do I finalize and export the batch file?
After reviewing all the payment amounts and bank details, click Make Payments to record the transaction in Xero. If your bank supports it, you can then click the button to Export Batch File. This downloads a file that you can upload directly into your online banking portal to authorize the real-world movement of money.
💡 Action Steps
Click the Make Payments button
Select Export Batch File
Save the file to your computer for bank upload
How do I view the batch transaction in the bank account?
To see the recorded transaction, head over to the Accounting menu and select Bank Accounts. Click on the specific account you used for the payment. You will see a single line entry representing the total amount of the batch, which helps keep your Xero bank ledger clean and organized.
💡 Action Steps
Go to the Accounting menu
Select Bank Accounts
Click on the relevant bank account to view the ledger
How do I reconcile a bulk payment against my bank statement?
When the bank feed pulls in the actual transaction from your bank, you need to reconcile it. Go to the Reconcile tab within your bank account. Xero’s smart matching should automatically find the batch payment you created. If the total on your bank statement matches the total in Xero, simply click OK to reconcile the entire group of payments at once.
💡 Action Steps
Navigate to the Reconcile tab
Find the matching bank statement line
Click OK to reconcile the batch
BRITE - XERO ACTIONS SUMMARY
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 your BriteBiz. However, if edits are done in Xero, our super Two-Way integration has you covered and your 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. |
What Does TWO-WAY Mean?
Lots of systems are One-Way, but we give you the full power of a TWO-WAY integration - meaning both systems communicate in both directions.
This means that edits that you make in your BriteBiz are pushed to Xero, also reconciliations and edits that you make in Xero are also fed into your BriteAccount. So everything is in sync, always!
To understand how the integration works, please see the videos below. There are three parts to the training.