Xero

Status

Available

Region

Global

Vendor

Xero

Data flow

Invoices, payments, credit notes, refunds and Adyen activity: wawa → Xero

Connectivity

Xero OAuth connection

Set up by

Clinic account administrator

The Xero integration sends finance data from wawa to Xero.

What it syncs

• Invoices, with a Xero contact per patient ID; tax is calculated by Xero.
• Payments and partial payments against invoices.
• Credit notes and refunds, linked to the original invoice.
• Adyen activity (payments reaching your Adyen balance, fees, refunds and payouts to your bank), each labelled with the original invoice number for reconciliation.
• Product-specific accounts: set a Xero account code on a product in wawa to post it to that account instead of the default.

The sync is one way (wawa to Xero) and covers invoices created after the integration is configured. Invoices, refunds or credit notes created directly in Xero do not flow back to wawa.

What we need from you

Input	What to give us
Xero connection	A Xero user who can authorise wawa for one Xero organisation. wawa asks for access to accounting settings, contacts and transactions, and to stay connected (offline access).
Default revenue account	The Xero account invoices post to unless a product has its own code
Manual payments account	The account manual (non-Adyen) payments are recorded against. In Xero, tick Enable payments to this account on it.
Deposits bank account	The bank account deposits are recorded against (only bank-type accounts are offered)
Platform fees account	Optional. Where Adyen platform fees post; defaults to Xero's Bank Fees account
Anonymous contacts	Optional. On to create Xero contacts without patient names
Product nominal codes	Optional. A Xero account code on any product that should post somewhere other than the default

The first three accounts are required; the configuration is flagged as incomplete until they are set.

Setting it up

1. In wawa, go to Settings → Integrations → Xero → Configure → Connect and sign in to Xero. Choose a single organisation.
2. On the Settings tab, choose the accounts above. Changes save automatically.
3. In Xero, open Accounting → Chart of accounts, select your manual payments account, tick Enable payments to this account and save.
4. Optionally set Xero nominal code on products in wawa's products list.

The Connection tab lets you update the connection or its permissions, or disconnect.

How transactions post to Xero

Besides invoices, payments and credit notes, the integration posts the Adyen side of the accounting picture on both the balance sheet and profit and loss: payments reaching your Adyen balance, Adyen fees, refunds, and payouts from Adyen to your bank, each named with the original invoice number.

Event in wawa	What happens in Xero
Invoice created	Posted to your default Xero account (usually Sales, set under Settings → Integrations → Xero Configuration → Default Xero Account), or to a product's own account code if it has one. A contact is created under the patient ID. Xero calculates tax, and the total goes to Accounts Receivable.
Payment or partial payment	The amount is deducted from Accounts Receivable and added to the Adyen Clearing account (payments before fees).
Payment reaches Adyen	The amount minus processing fees moves from Adyen Clearing to the Adyen Balance account, labelled with the invoice number.
Adyen processing fee	Deducted from Adyen Clearing and posted to Bank Fees.
Credit note	Posted against the default account, with its tax treatment, and credited on Accounts Receivable.
Refund through Adyen	Recorded with the invoice number. Refunds are processed in Adyen by wawa staff, with or without the processing fee; a refunded fee is deducted from your Adyen balance.
Payout	When your Adyen balance reaches the payout threshold (typically £1,000), the payout is credited from Adyen Balance and debited to your business bank account.

To post a product to a specific account, create the account in Xero first (Xero guide), then set its code on the product in wawa's products list. Everything else (tax, credit notes) behaves as for the default account. You can review all accounts in Xero's chart of accounts.