Xero Integration
Xero is BookingFlow's accounting integration: connect once, and electricity invoices from meter readings, payout invoices from Reconciliation, and contact updates from AI agents all flow into your Xero organisation as drafts — nothing touches your real books until you approve it inside Xero.
Plan
The Accounting integration is not part of the minimal plan — see Plans.
Connecting Xero (Account → Accounting)
- Open Account → Accounting and pick the Xero card (QuickBooks, Sage and FreeAgent show as coming soon).
- Press Authorize with Xero — you're redirected to Xero; log in and grant permission, then you're returned automatically.
- Your Xero organisations load into the Select Organization dropdown — pick the one you keep the park's books in.
- Press Save Configuration.
The page now shows Xero as Connected. To disconnect later, press Clear Configuration and confirm.
What the connection does
| Feature | What Xero receives |
|---|---|
| Meter readings → Generate Invoice | A draft electricity invoice per pitch: usage × your price per kWh, reference BF-MR- |
| Reconciliation → Create Draft Invoice(s) in Xero | One draft sales invoice per Stripe/Pitchup payout, with per-booking lines and Stripe fees |
| AI agents with Xero actions | Contact searches (read-only), proposed draft invoices and proposed contact updates |
| Operations API | The same invoice engine, for developers and automations |
Everything arrives as a draft — review, edit and approve inside Xero as
normal. Xero invoice numbers created by BookingFlow are prefixed BF- so
you can always spot them.
Setup checklist
- Connect Xero (above) in your BookingFlow account.
- Set the Price per kWh (£) on the Meter Readings page (it saves automatically as you leave the field).
- Make sure the Xero accounts you want exist — reconciliation uses 200/205/ 206 for sales lines and 501 for Stripe fees (see Reconciliation for the table).
Troubleshooting
| Message | What it means |
|---|---|
| "Xero is not configured. Please connect Xero in settings first." | You pressed a Xero-dependent feature before connecting — do the steps above |
| "Xero refresh token not configured. Please reconnect Xero in settings." | The link expired or was revoked — Clear Configuration and reconnect |
| Drafts not appearing in Xero | Check the right organisation is selected — invoices go to the one you saved |