Sending your takings to Xero (and other accounting software)

AesthetiClinic can hand your takings to your bookkeeping without anyone retyping payments. Every successful payment can be exported as a sales invoice your accounting software imports directly.

Exporting your invoices

1. Go to Settings → Accounts.
2. Pick a date range (it defaults to the last full month) and click Download CSV.
3. You get one row per successful payment: patient, treatment, the amount you actually collected, and the VAT treatment.

Importing into Xero

1. In Xero go to Business → Invoices → Import and upload the file.
2. When asked, choose Tax Inclusive: the amounts are what was collected.
3. The invoices arrive as drafts for you or your accountant to review and approve. Nothing posts to your accounts automatically, so a mistake costs a click, not a corrected VAT return.

VAT is pre-classified for you

Treatments marked medical in your treatment settings export as Exempt Income; cosmetic treatments export as 20% (VAT on Income). If your clinic is not VAT-registered, everything exports as No VAT. Your accountant can adjust any line before approving. The matching summary figures are in Reports → VAT split.

Other accounting software

Sage, QuickBooks and FreeAgent all accept invoice CSV imports too; the columns are standard, and your accountant can map them in their import screen. If you use something unusual, send them a sample file; it is plain CSV.

The direct Xero connection

Prefer no monthly export at all? Connect Xero and your documents appear there by themselves. Connecting takes about two minutes:

1. Go to Settings → Integrations and find the Xero card under Accounting.
2. Click Connect to Xero. You are taken to Xero to sign in (if you are not already) and shown a consent screen listing what AesthetiClinic can do: create invoices, credit notes and payments, and read your contacts. It can never see your bank feeds or change your settings.
3. Pick the organisation to connect if you have more than one, then click Allow access. You land back on the integrations page with the card showing Connected to your organisation's name.
4. Map your account codes (see below), tick the enable box and Save. Syncing starts from that moment.

A few things worth knowing, in the order your bookkeeper will ask about them:

• Nothing historical is ever pushed. Syncing starts from payments taken after you switch it on, so connecting can never dump months of old takings into your books.
• Account codes are yours to map. One sales code works fine; if your bookkeeper prefers separate codes for medical, cosmetic and retail income, set them and each payment lands on the right one.
• Gift vouchers and top-ups need a liability account. Money paid for a voucher isn't revenue yet: it becomes revenue when the voucher is spent. Set the gift voucher & credit liability account and the sync books it correctly at both ends. Until you set it, voucher and top-up payments are skipped (shown in the sync status) rather than counted twice.
• Drafts by default. Documents arrive as drafts for your bookkeeper to approve. If they trust the mapping, switch to Authorised and documents post ready-made, with payments applied too for any payment method you've mapped to a Xero account (a clearing account for card takings makes payout reconciliation one click).
• Refunds arrive as credit notes referencing the original, so money out never means editing money in. In Authorised mode with the payment method mapped, the credit note also carries a cash refund from the mapped account, so your bank figure in Xero stays right to the penny.
• Check Xero's invoice reminders. If your Xero organisation has invoice reminders switched on, Xero may email patients about any synced document that is awaiting payment. Turn reminders off in Xero (Business → Invoices → Invoice Reminders), or map every payment method so documents arrive already settled.
• Document numbers match. The number on the receipt in AesthetiClinic is the number on the invoice in Xero, so the two systems describe every payment with the same reference.
• "Sync now" on the integrations page pushes anything pending immediately; otherwise the sync runs on its own through the day. The last-sync status underneath tells you what went, what was skipped and why; "uncategorised" means a payment with no VAT category, worth fixing on the treatment.