Xero Integration

Class Manager offers a one-way integration with Xero. This allows you to send invoice and (optionally) payment data from Class Manager to Xero to help manage your accounting.

ℹ️ Important to know:

Data is sent from Class Manager to Xero only
Nothing is pulled back from Xero into Class Manager
Invoices and payments are not synced automatically - syncing is manual

What data is sent to Xero?

When you sync, Class Manager can send:

Invoices that are Awaiting Payment or Paid
Payment records only when an invoice is fully paid

Draft invoices are not exported.

Payment syncing behaviour

Partial payments (e.g. instalments from payment plans) are not sent individually
Once an invoice is fully paid, Class Manager sends one lump-sum payment to Xero
This means instalments cannot be matched to Stripe or GoCardless bank feeds in Xero

Connecting Class Manager to Xero

To start, you’ll need to connect your Xero account.

On the main Navigation page and click on the < located on the right of Settings
Towards the bottom click on the < on the right of Integrations
Select Xero
Select Connect to Xero and follow the prompts to give permission for the integration to access your data.
To allow select Allow Access

📝 Note: If you’re not already logged into Xero, you’ll be redirected to log in first.

Checking the connection

To confirm the integration is connected:

Go to Settings > Integrations
Select Xero
The status should show Connected

💡 You can also confirm this in Xero under Connected Apps.

Setting up your Account Code (required)

Before invoices can sync, you must set a revenue account code.
If this is not set, the sync will not work.

How to find your Account Code in Xero

In Xero, go to Accounting > Chart of Accounts
Select the account you want Class Manager invoices linked to
- We recommend Sales to cover all business transactions
Open the account and make sure Enable payments to this account is ticked
Copy the Account Code

Add the Account Code to Class Manager

Go to Settings > Integrations > Xero
Paste the Account Code into the relevant field
Save your changes

📝 Note:

Removing the account code will stop the sync entirely
All invoice items use one single revenue account code
It’s not currently possible to assign different codes for uniforms, camps, parties, etc.

Syncing invoices to Xero

Once connected and your account code is set:

Go to Settings > Integrations > Xero
Click Sync

You’ll see how many invoices are ready to be exported.

🎉 That’s it - your invoices will now appear in Xero.

Sync vs Sync Changes - what’s the difference?

There isn’t one.

Both options:

Only send invoices that do not already exist in Xero
Do not update existing invoices
Do not send new payment info for invoices already synced

Will invoices update automatically?

No.

Invoices and payments do not auto-update in Xero.

You’ll need to click Sync each time you want to send new invoices.

Bank feed reconciliation (important)

Class Manager creates a payment record in Xero, but this is separate from Stripe or GoCardless bank feeds.

Because of this:

Xero does not automatically match Class Manager payments with bank feed transactions
Manual reconciliation may be required

Prefer manual bank reconciliation?

If you want to manually match Stripe or GoCardless bank feed transactions in Xero:

Do not configure a payments account code
Class Manager will then send invoices only, not payments

Disconnecting Xero from Class Manager

The integration must be disconnected from Xero, not Class Manager.

In Xero, go to Connected Apps
Select Manage Accounts
Find Class Manager
Click Disconnect

⏳ It can take up to 30 minutes for Class Manager to reflect the disconnected status.

Automatic disconnection

If there’s no activity on your Class Manager account for 30 days, the Xero integration may disconnect and need reconnecting.

Exporting only certain invoices

Only want to export certain invoices?

👉 Learn how to do this here: How to manually export invoices to Xero