<aside> Xero is a cloud-based accounting software for small businesses that provides solutions for for streamlined financial management.

The Xero integration is available for BETA users on Community tier or higher. To use the integration you also need a Xero account.

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ATTENTION: Your Price Categories in BETA, must be an exact-match to an existing Xero/Quickbooks account. Price categories are

If no exact match is found, BETA falls back to the BETASL<TAX> sales account for that item’s tax rate.

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<aside> <img src="/icons/arrow-northeast_blue.svg" alt="/icons/arrow-northeast_blue.svg" width="40px" /> Please see how to change a Price category in your BETA dashboard here

Edit/create a price category/label

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⤷ Xero/Quickbooks Overview

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Below is an Overview of the entire process, and what you need in place, to keep your BETA transactions flowing into Xero/Quickbooks automatically

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1. Connect Your Xero/Quickbooks Organization to BETA

In BETA’s Integrations settings, authorize access to your Xero/Quickbooks organization. Ensure API access is enabled in Xero/Quickbooks and that your BETA and Xero/Quickbooks time-zones match.

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2. Define Your Aggregation Preferences

In BETA’s Xero/Quickbooks integration settings, choose how you’d like your transactions bundled each night into the Draft Journal. You can group by:

Aggregated Task	Non-Aggregated Task
For each category and sales tax rate, one line per category (net of sales and refunds)	For each category and sales tax rate, one line for sales (if any), one line for refunds (if any)
Values listed per top-level category (i.e. both `Cafe:Food` and `Cafe:Drinks` sales would go into `Cafe` category)	Values listed per category (i.e. separate listings for `Cafe:Food` and `Cafe:Drinks`)
For each payment type, one line indicating the total net movement (sales minus refunds)	For each payment type, one line for sales (if any) and one line for refunds (if any)

This setting determines exactly which subtotals appear on each journal line—so you see the right level of detail when you review and post in Xero/Quickbooks.

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3. Verify or Create Core Accounts

On first connect, BETA will generate three default accounts in Xero/Quickbooks:

BETALIAB (liabilities)
BETACURR (bank/cash movements)
BETASL<TAX> (one for each sales tax rate)

If you prefer your own accounts, you can rename or map Price Categories to any existing Xero/Quickbooks account code.

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4. Define or Match Your Price Categories in BETA

In BETA, list all your Price Categories (e.g. “Day Pass,” “Membership,” “Cafe:Drinks”). For each Category, either:

Exact-match its name to a Xero/Quickbooks account, or
Enter a custom Account Code in BETA to override the default.

• Categories using a colon (e.g. Cafe:Food) will post subtotal lines under the parent account (Cafe).

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Tip: How the : Naming Works

Parent:Child Syntax

Anything before the colon (e.g. Cafe in Cafe:Drinks) must match a Xero/Quickbooks account name.

Anything after the colon (e.g. Drinks) becomes a separate line item sub-total under that parent account.

If no colon is used, BETA simply looks for an exact match to your account name or falls back to BETASL<TAX>. </aside>

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5. Automatic Nightly Sync

At 1 AM daily, BETA gathers all day’s sales, refunds, gift-cards, deposits, payroll, etc., into a single Draft Journal in Xero/Quickbooks. Lines are grouped by Price Category (or fallback BETASL<TAX>), tax rate, and payment type.

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6. Review and Post in Xero/Quickbooks

Open the Draft Journal in Xero/Quickbooks, confirm totals and account breakdowns, then click Approve.

Once approved, the journal is posted to your Chart of Accounts—no manual exports or .CSVs are required.

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⤷ Connect Your Xero Organization to BETA

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› Set up an Automation Aggregation in BETA

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BETA offers two export formats for accounting: Aggregated and Non-Aggregated.

Aggregated gives a simplified summary, while
Non-Aggregated provides a more detailed breakdown of sales, refunds, and categories.

Choose the format that best fits your bookkeeping needs, and after setting up the integration, let the BETA team know which you would prefer

The BETA team will configure an automated task that runs daily at 1 am. This task serves the following purposes:

Creates a journal entry Xero/Quickbooks based on the integration you've set up.
Records total sales made, categorised by tax rate (credited to relevant sales accounts).
Logs total sales refunded, categorised by tax rate (debited from relevant sales accounts).
Documents total payments received, categorised by payment method (debited to the current account).
Tracks total payments refunded, categorised by payment method (credited to the current account).
Manages total deposits received for transactions not yet finalised (credited to current liabilities).
Handles total deposits exchanged for transactions closed today (debited from current liabilities).
Records total deposits refunded (debited from current liabilities).
Accounts for total gift cards redeemed (debited from current liabilities).
Logs total gift cards purchased (credited to current liabilities).

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<aside> While you can customise the names of your accounts, please do not alter the Account Code in Xero.

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› Account Creation in Xero

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When you integrate BETA with Xero the system will automatically create specific accounts in Xero/to help manage your financial transactions. Here's what you need to know.

BETALIAB
BETACURR
BETASL{TAXRATE}