<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.

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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Understanding the use of the : (colon) Separator for accounting

When using the Xero or QuickBooks integration, your Price Categories in BETA must match the account names in your accounting system for the integration to work properly.

Here’s how it works:

• BETA looks at the text before the colon : when sending data to Xero or QuickBooks.
  • For example, these all map to the same account:
    • Event:Youth
    • Event:Kids
    • Event:Adult
  • All three go to the "Event" account in Xero or QuickBooks.
• If you use a dash - instead of a colon:
  • Event-Youth is treated as a completely different account called “Event-Youth.”
  • It will not be grouped with “Event.”

✅ Use a colon : to group categories to the same account.

❌ Avoid using a dash - if you want items to go to the same account.

• Know the difference between a : and a - </aside>

<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/delete 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:

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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⤷ Connect Your Xero Organization to BETA

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⤷ Pushing Data to Xero

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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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› Manually Push draft journal to 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.

1. BETALIAB