Do you manage accounting in Xero?
If so, you'll want to ensure that all payments and refunds from Stripe, AllBooked's payment processor, reflect in Xero. Currently, when your customers make a booking in AllBooked, their payment data is sent directly to Stripe. By setting up an integration from Stripe to Xero, you'll automatically transfer this transaction data over to Xero—so you never have to enter it yourself.
AllBooked integrates with both Xero and Quickbooks, which can be connected through Zapier to automatically send transactions. You can choose whichever platform works best for you, as both work equally well for this use case.
Follow this step-by-step guide to set up a Zapier connection that automatically sends transaction data to Xero with bookings. Alternatively, check out our article on how to set up an integration with QuickBooks to accomplish the same thing.
What is Zapier?
Zapier allows you to integrate AllBooked with thousands of other apps so you can automate your workflows. You can think of Zapier as a middle man that lets two platforms exchange data.
Before starting:
Step 1: Ensure your AllBooked account is integrated with Stripe.
To connect Stripe to Xero, you'll first need to make sure your AllBooked account is connected to Stripe. Check to see if it's connected by logging into your AllBooked account, clicking the gear icon and scrolling down the left menu until you find Online Payments. Click this tab, and you'll see if your venue is connected.
Follow these steps to connect AllBooked to Stripe if this isn't already set up in your account.
Step 2: Set up pricing rules and make a booking using a credit card.
Login to your AllBooked account.
Create a pricing rule to set an hourly booking rate.
For testing, we recommend setting the price to $0.50/hour for each space, at all times, and for all users.
Login as a test user, and make a booking using your credit card.
Make a booking for a low rate, like $0.50, to keep the charge small.
This pushes a charge through to Stripe, which will be the data needed to configure a Zapier connection.
Zapier connection #1: Payments
Trigger
Login to Zapier.
Hover over plus icon in upper left hand corner of screen, select Create, and click Zap.
Click the Trigger and find or search for Stripe.
Under Trigger Event, click on New Payment.
Connect your account by clicking +Connect a new account.
Alternatively, you can follow Zapier's instructions for connecting accounts.
Click continue.
Click Test trigger to generate a list of payments from your Stripe account.
Select a payment record and click Continue with selected record.
Action 1: Create sales invoice
Find or search for Xero in the pop-up window.
Under Action Event, search for Create sales invoice.
Under Account, connect your Xero account by clicking +Connect a new account.
Alternatively, you can follow Zapier's instructions for connecting accounts.
Click continue.
Now it's time to configure the action. Under Organization, select your Xero account.
Find the Contact Name field directly under Organization. This is where you will be mapping the information from bookings.
With Contact Name selected, hit the forward slash button (/) on your keyboard and select Customer Email from the dropdown.
Scroll down until you see the field Description.
With Description selected, hit the forward slash button (/) on your keyboard and select Description from the dropdown.
Next you'll see Quantity.
Enter 1 for the value.
Following Quantity, you'll see Unit Price.
With Unit Price selected, hit the forward slash button (/) on your keyboard and select Amount from the dropdown.
Scroll down until you see Account. Select the appropriate account the payment should be applied to.
Following Account, you'll see Tax Rate. Choose whichever is applicable to your business.
Click continue.
Test to see if your action is working.
Action 2: Update sales invoice
Click the + icon to add an action.
Find or search for Xero in the pop-up window.
Under Action event, search for Update Sales Invoice.
Under Account, ensure the same Xero account is connected as in the last step.
Click continue.
Now it's time to configure the action. Under Organization, select your Xero account.
Find the Invoice ID field directly under Organization. This is where you will be mapping the information from bookings.
Click the icon with three dots on to the right of the textbox.
Click Custom → Create Sales Invoice in Xero.
Click Invoice Number.
Find the Status field in the menu. Select Approved.
Click continue.
Test to see if your action is working.
Action 3: Create payment
Click the + icon to add an action.
Find or search for Xero in the pop-up window.
Under Action event, search for Create payment.
Under Account, ensure the same Xero account is connected as in the last step.
Click continue.
Now it's time to configure the action. Under Organization, select your account.
Find the Document Type field directly under Organization. Select Invoice (default).
Next, find Document ID or Number.
With Document ID or Number selected, hit the forward slash button (/) on your keyboard and select 2. Create Sales Invoice in Xero from the dropdown.
Select Invoice Number.
Next, find Paid To and select the account that your payment is being made to.
Lastly, find Amount.
With Amount selected, hit the forward slash button (/) on your keyboard and select 1. New Payment in Stripe from the dropdown.
Select Amount Formatted.
Click continue.
Test to see if your action is working by logging in to Xero → Business → Invoices → Paid.
Now that you successfully set up payments, make sure to publish your newly created payments Zap!
Zapier connection #2: Refunds
Trigger
Login to Zapier.
Hover over plus icon in upper left hand corner of screen, select Create, and click Zap.
Click the Trigger and find or search for Stripe.
Under Trigger Event, click on New Refund.
Connect your account by clicking +Connect a new account.
Alternatively, you can follow Zapier's instructions for connecting accounts.
Click continue.
Click Test trigger to generate a list of payments from your Stripe account.
Select a payment record and click Continue with selected record.
Action 1: Find customer
Find or search for Stripe in the pop-up window.
Under Action Event, search for Find customer.
Under Account, ensure the same Stripe account is connected as in the last step.
Alternatively, you can follow Zapier's instructions for connecting accounts.
Click continue.
Now it's time to configure the action. Under Find by, select Customer Stripe ID.
Find Query in the menu. This is where you will be mapping information.
With Query selected, hit the forward slash button (/) on your keyboard and type Charge Customer.
Click continue.
Test to see if your action is working.
Action 2: Find contact
Click the + icon to add an action.
Find or search for Xero in the pop-up window.
Under Action event, search for Find contact.
Under Account, connect your Xero account by clicking +Connect a new account or select an already existing account.
Click continue.
Now it's time to configure the action. Under Organization, select your account.
Under Search By, select Name.
Find Name in the menu. This is where you will be mapping information.
With Name selected, hit the forward slash button (/) on your keyboard, select 2. Find Customer in Stripe, and type Email.
Click continue.
Test to see if your action is working.
Action 3: Create credit note
Click the + icon to add an action.
Find or search for Xero in the pop-up window.
Under Action event, search for Create Credit Note.
Under Account, ensure the same Xero account is connected as in the last step.
Click continue.
Now it's time to configure the action. Under Organization, select your account.
Under Type, select Sales Credit Note (Accounts Receivable).
Find Contact in the menu. This is where you will be mapping information.
Click the three dots to the right of the text box, select Custom, hit the forward slash button (/) on your keyboard, select 3. Find Contact In Xero, and type Contact ID.
Find Description in the menu.
With Description selected, hit the forward slash button (/) on your keyboard, select 1. New Refund in Stripe, and type Charge Description.
Next you'll see Quantity.
Enter 1 for the value.
Find Unit Price in the menu.
With Unit Price selected, hit the forward slash button (/) on your keyboard, select 1. New Refund in Stripe, and type Amount.
Under Account, select the appropriate account the refund should be applied to.
Following Account, you'll see Tax Rate. Choose whichever is applicable to your business.
Under Credit note status, select Awaiting payment.
Click continue.
Test to see if your action is working.
Action 4: Create payment
Click the + icon to add an action.
Find or search for Xero in the pop-up window.
Under Action event, search for Create Credit Note.
Under Account, ensure the same Xero account is connected as in the last step.
Click continue.
Now it's time to configure the action. Under Organization, select your account.
Under Document Type, select Credit Note.
Find Document ID or Number in the menu. This is where you will be mapping information.
Hit the forward slash button (/) on your keyboard, select 4. Create Credit Note in Xero, and type Credit Note Number.
Next, find Paid To and select the account that your payment is being made to.
Find Amount in the menu.
With Amount selected, hit the forward slash button (/) on your keyboard, select 4. Create Credit Note in Xero, and type Total.
Click continue.
Test to see if your action is working by logging in to Xero → Business → Invoices → Paid. You should see a credit!
Now that you successfully set up refunds, make sure to publish your newly created payments Zap!
Should you have any questions, don't hesitate to reach out to us at info@allbooked.com—we're more than happy to help!
FAQs
What other platforms does AllBooked support?
AllBooked can integrate with thousands of apps through Zapier, but for a quick look at step-by-step step-up guides by our team, click here.
Can I send data into AllBooked from other apps?
Not at this moment. AllBooked's integrations are one-way only (from AllBooked to the outside app).