Xero: Managing your organisation finances

Applicable to: Association and Club Administrators
Application(s): Admin Portal > Settings > General > Integrations


This article will cover the following:

  1. How to connect your PlayHQ organisation with your Xero account
  2. Setting up contacts and mapping GL accounts
  3. Understanding automated invoice generation

Related articles:

Introduction

Connect your PlayHQ organisation with your Xero account to reconcile your finances and automate invoice generation every time you receive a deposit to your connected bank account/s.

This integration will help streamline your financial management by automatically creating sales invoices in Xero that match your PlayHQ transactions, saving you time and reducing manual data entry.

Before You Begin

To set up the Xero integration, you need:

  • To be an 'account holder' Xero user to setup and manage a Xero integration
  • Administrator access to your PlayHQ organisation
  • Your organisation's Xero GL account codes ready for mapping

Connecting Your Xero Account

  1. Access the Integrations tab

    Navigate to Settings > General > Integrations tab in the Admin Portal. Make sure you are Using as the correct organisation before proceeding. Click the Connect button in the Xero section.

    Xero integration connect button

  2. Log in to Xero

    Click the Log in to Xero button. Enter your Xero credentials when prompted.

    If you're already logged in to Xero in another browser tab, the system will automatically recognise your existing session.

    Xero login screen

  3. Select your Xero Organisation and Authorise

    Choose the Xero organisation that you want to link to your PlayHQ organisation, then click Allow access to authorise the connection.
    Xero organisation selection

  4. Select a Primary Contact

    After connecting to Xero, you'll need to select a primary contact to use as the reference for generating sales invoices. We recommend creating a contact named "PlayHQ" specifically for this purpose

    Note: If you need to create this contact first, do so in Xero, then refresh the PlayHQ page to see the new contact in the dropdown list.
    Primary contact selection

     

Set Up Your GL Account Mapping

Important

At minimum, you must map the 'Unmapped Revenue Items' category to a GL account (such as Suspense). This is required to complete the setup and ensures any future transaction types that don't match existing categories will still be processed.

  1. Map Categories to GL Accounts

    You'll see a table with predefined categories, including product sales, registrations, and deductions like vouchers and fees.

    For each category, select the corresponding Xero General Ledger (GL) account from the dropdown menu. You can assign the same GL account or tracking code to multiple categories if required.

     

    GL mapping table

  2. Set Up Tracking Codes (Optional)

    If you have tracking codes configured in Xero, up to two additional tracking columns will appear.

    You can optionally map these tracking codes to relevant categories for more detailed financial reporting.

  3. Save Your Configuration

    After completing all mandatory fields, click Save to apply your settings

    You'll see a confirmation that your Xero account is now connected

    Completed Xero integration

Understanding Automated Invoice Generation

Once your integration is complete, PlayHQ will automatically generate invoices in your Xero account whenever funds are disbursed to your organisation.

How Invoices Are Generated Tax Considerations

When a payout is processed to your organisation:

  • A sales invoice is automatically created in your Xero account
  • The invoice includes a breakdown of the pre-tax funds by the categories you mapped during setup
  • Xero will calculate Tax/GST in the invoice based on the mapped GL account codes
  • Line items are grouped by category and mapped to the appropriate GL accounts
  • The invoice is created using the primary contact you selected during setup

Sample invoice:

Sample Xero invoice

Managing Your Xero Integration

  1. Updating Your Settings

    You can modify your Xero connection details or mapping settings at any time.

    Navigate to Settings > General > Integrations tab.

    Click Edit in the Xero section to make changes.

    Edit Xero integration

  2. Refreshing Xero Data

    If you make updates in Xero (like adding a new contact or GL account), simply refresh the page in the Admin Portal to see these changes reflected.

  3. Disconnecting from Xero

    If needed, you can disconnect your Xero integration by clicking the Disconnect button.

    Note that disconnecting will stop all future invoice generation until reconnected.

Troubleshooting Common Issues

Missing GL Account or Contact

If a GL account code or contact that was previously mapped in PlayHQ is subsequently removed from Xero:

  • An error will appear in the Xero connection page
  • The error will indicate which mapping was removed
  • You'll need to select a new mapping before saving the updated configuration
Disconnected Integration

If the Xero integration becomes disconnected:

  • All subsequent invoices will cease generating
  • An error will appear in your organisation's Xero connection details
  • To resolve this, click Disconnect in PlayHQ and then reconnect to Xero by following the steps outlined above

Support Resources

If you encounter any issues or have questions during the setup process:

  • Contact PlayHQ Support for integration-related issues
  • For Xero-specific questions, visit the Xero Support Centre
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