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Xero Integration

Xero is an international cloud accounting platform. The Zooza–Xero integration is the most feature-rich of all invoice engines: invoices are created automatically in Xero, payments are synced back, and account codes can be mapped per transaction type.

Market: International (UK, Australia, New Zealand, and others) Setup effort: Connect (OAuth) + configure account codes + re-authorize every 60 days

Before you start​

You need an active Xero account with:

  • A bank account set up in Xero (required for payment sync)
  • A revenue account with a tax rate assigned (required for invoice line items)

Important: Xero requires re-authorization every 60 days. This is a Xero security policy — not a Zooza limitation. Set a reminder so invoices don't start failing.

Setup​

Step 1 — Connect Xero​

  1. Go to Settings → Billing and open your Invoice Profile.

  2. In the Invoice Engine section, select Xero.

  3. Click Connect Xero — you are redirected to Xero to log in and authorize Zooza.

    Select Xero and click Connect

  4. Log in to Xero and click Allow Access.

    Xero authorization screen

    Xero allow access confirmation

  5. You are redirected back to Zooza. The connection is active.

Step 2 — Sync VAT (VAT payers only)​

If your company is a VAT payer:

  1. Go to Settings → Billing → scroll to the bottom.

  2. Click Sync VAT — Zooza pulls tax rates from Xero.

    VAT sync button at the bottom of billing settings

If you are not a VAT payer, skip this step.

Step 3 — Configure the Invoice Profile​

Open your Invoice Profile (/#settings/invoice_profiles) and complete the following:

VAT settings:

Invoice Profile — VAT payer settings

  • VAT payer: enable and select the tax rate synced from Xero.
  • Not a VAT payer: leave the VAT payer checkbox unchecked.

VAT rate selection

Bank account:

Scroll to the bank account section and select the Xero bank account that receives payments.

Bank account selection

The bank account must:

  • Exist in Xero as a Bank Account (not just an account in the chart of accounts)
  • Have a code assigned in Xero

If the bank account was created later in Xero, refresh Zooza to reload the list.

Revenue account:

Select the revenue account from Xero. This account:

  • Represents your income (e.g. 200 – Sales)
  • Must have a tax rate assigned in Xero that matches the tax rate in this Invoice Profile

Manage revenue accounts in Xero under Accounting → Chart of Accounts → All Accounts.

Revenue account selection

Step 4 — Save​

Click Save on the Invoice Profile.

How invoices work​

Once configured:

  • Every time a payment is recorded in Zooza, an invoice is created in Xero.
  • Xero assigns the invoice number.
  • After creation, payment sync runs automatically — each payment (credit, bank transfer, direct debit, Stripe, refund) appears as a separate transaction in Xero against the invoice.
  • Discounts, registration fees, and payment schedules appear as invoice line items — they are not synced as payment transactions.
  • The system checks what Xero says is still owed before syncing, to prevent over-payment. Already-synced payments are skipped automatically.

Note: Zooza links to the invoice in Xero but does not store a local PDF copy. To download the PDF, open the invoice in Xero.

Manual invoice creation​

You can generate invoices manually from a booking, regardless of whether automatic generation is enabled:

  1. Open the booking detail.

  2. Find the Payments tile and click Show payments.

  3. Select the invoice period and click Generate invoice.

    Manual invoice generation from booking

    Invoice generation dialog

You can also generate an invoice when recording a manual payment:

Generate invoice from manual payment dialog

Automatic invoice generation​

To enable automatic invoicing on every payment:

Go to Settings → Billing → enable Automatic invoice generation upon payment.

Automatic invoice generation toggle

Multi-line invoices and account codes​

Xero supports itemised invoice breakdown — each transaction type as a separate line with its own Revenue Account Code.

Configure this in the Invoice Line Types section of the Invoice Profile. Use Sync accounts to pull the latest accounts from Xero, then map each transaction type (Course Payment, Registration Fee, Discount, etc.) to the appropriate Xero revenue account.

See Billing and invoicing — Multi-line invoices.

What works and what doesn't​

FeatureStatus
Invoice creation✓ Automatic
Payment sync✓ Full — each payment as a separate Xero transaction
Multi-line invoices + account codes✓ Supported
VAT sync from Xero✓ Supported
PDFViewable in Xero only — no local copy in Zooza
Re-authorizationRequired every 60 days (Xero policy)
Editing invoicesEdit in Xero — changes sync back to Zooza only after a manual refresh
Credit notes✗ Not supported — issue in Xero directly

Known issues​

60-day re-authorization — Xero forces the connection to expire after 60 days. When this happens, invoice generation fails until you reconnect. Go to the Invoice Profile and click Connect Xero again.

Payments attach to one invoice only — When a booking generates multiple invoices (e.g. monthly), all payments for the period are synced to the invoice being processed. If a student pays 3 months upfront, the full payment goes on the first invoice — the other two show as unpaid in Xero. Workaround: generate one invoice covering the full paid period instead of monthly invoices.

Tax rate must match — The tax rate on the revenue account in Xero must match the tax rate configured in the Zooza Invoice Profile. A mismatch causes invoice creation to fail.