Reconciliation
Card payments from your booking portal and Pitchup arrive in your bank as Stripe payouts — usually net of Stripe fees, bundled across days. The Reconciliation page turns each payout into a matching Xero draft invoice (or a CSV if you don't use Xero) so your accounts reconcile in minutes, not evenings. Subtitle: Generate Xero-compatible sales invoices to reconcile Stripe bank transactions.
Auto-Reconciliation
Stripe payouts from the last 14 days are scanned daily — the pending ones arrive on this page (and as a notification: "New Stripe transactions to reconcile") with no effort on your part.
- Review the pending payouts — the table shows each payout's Date, Source chip (Stripe or Pitchup) and Amount, with counts and totals at the top ("{N} pending", "£{X} total").
- Press Scan Now any time to force a fresh look at Stripe.
- Tick the payouts (all are selected by default) and press Create {N} Draft Invoice(s) in Xero.
Each payout becomes one Xero draft invoice — contact Stripe Payout or Pitchup Payout — with a line per booking ("Guest Name - Accommodation") and the Stripe fee as a negative line. Accounts are picked for you:
| Xero account | Used for |
|---|---|
| 200 — Sales | Everything else |
| 205 — Tent Pitches | Tent bookings |
| 206 — Touring/Motorhome | Touring and motorhome bookings |
| 501 — Stripe Fees | Stripe fee lines |
When it's done, the page reports the invoice count plus revenue, fees and net, with a per-account breakdown. The payouts move to reconciled and won't nag you again. A clean payout table shows: "All recent Stripe payouts are reconciled. Nothing to do!"
"Create as Draft in Xero" needs a connected Xero organisation — see Xero integration. Without Xero, use Generate & Download CSV below and import it manually.
Uploading a Xero reconciliation report
The second card works from your Xero side: upload the CSV export of your Xero bank reconciliation summary (there's a direct Get report from Xero → link) and BookingFlow identifies which Stripe transactions are still unreconciled in Xero, listing them for invoice generation. It's the safety net that catches anything the payout scan didn't.
Generating invoices without Xero
No Xero? Two options on the same cards:
- Generate & Download CSV — downloads
SalesInvoices_unreconciled.csvwith Xero's import headers, ready to import into Xero yourself (or hand to your bookkeeper). - Select a date range — instead of an uploaded report, generate invoices for all payouts between a Start Date and End Date.
Amazon Orders Classifier
Below the Stripe work is the Amazon classifier, for parks that buy through Amazon:
- Upload Reconciliation CSV with your Amazon transactions report (business or personal export format — both work). Optionally Add Orders CSV so line items get real product names.
- Orders auto-match to your bank lines (amount + date, 5-day window); Re-match Bank retries anything ambiguous.
- Classify each order to a Xero account — three ways:
- set it once and the same product propagates to all its rows
- build Classification Rules ("keywords → account") and press Auto-Classify
- press AI Classify and let the AI map product titles to accounts (unknowns default to 429 General Expenses)
- Export Xero CSV — downloads a Xero Bill import (plus a Credit Notes CSV for refunds).
The stats chips keep score throughout: how many charges and refunds are classified, how many bank lines matched, how many remain unclassified.
The rhythm
- Daily: the 08:00 scan drops pending payouts and a notification.
- Weekly: review, tick, Create Draft Invoice(s) in Xero, done.
- Monthly: upload the Xero reconciliation summary to double-check nothing slipped; run the Amazon classifier if you've been spending.