Integrate with Xero

 

PLEASE NOTE: Our Xero Intergration is in Beta and available by request.
Please contact support@hippocamp.org if you would like to use Xero.

This guide assumes that you have both a Hippocamp and Xero account and understand basic accounting principles.

Connecting to a XERO Account

  1. First, log into your Xero account https://login.xero.com/
  2. Open a new tab in your browser, and log into Hippocamp https://hippocamp.org/login/
  3. Click ‘Settings’ in the left main menu
  4. Select the ‘Xero’ module
  5. Click the ‘Connect Xero Account’ button
  6. Select the default account and tax rate. The chosen defaults will be used for all products/services. If required, you can set specific accounts/tax rates for each product/service from the product/service edit screen.
  7. Click the ‘Save’ button.

Now that you have connected your Xero account to your Hippocamp account, all invoices that are saved or edited, will be automatically sent to Xero. Please note that existing Hippocamp invoices will need to be resaved if you want them sent to Xero.

You can make changes to an invoice while it is in Draft status. Once an invoice is saved, it can not be edited.

Mapping Tax Rates

To ensure your tax rates match across Hippocamp and Xero, follow the steps below:

  1. Go to Settings > Products & Services
  2. Select the ‘Tax Rates’ tab and then select an existing tax rate.
  3. Select the appropriate Xero tax rate that matches the Hippocamp tax rate.
  4. Then click the ‘Update’ button
  5. Repeat these steps for all tax rates.

If required, you can create new tax rates in Hippocamp.

Verify the Invoice from Hippocamp dynamically comes through to XERO

  1. Create an invoice in Hippocamp. Once created, it should immediatly be seen in your Xero account.
  2. While logged in to login.xero.com, select the ‘Accounts’ module in the menu
  3. Then select ‘Sales’ from the drop-down list
  4. On the Invoice bar, select the box ‘Draft Invoice’ or ‘Awaiting Payments’ depending on what you need to see
  5. Then click the ‘Draft’ box or ‘Awaiting Payments’. A list will be display the ‘draft invoices’ or ‘Invoices Awaiting payment’ that you have created in Hippocamp
  6. Click the existing invoice records. It’ll show the invoice information in full detail. This information should be displaying the same as depicted on the Hippocamp’s invoice record.

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The steps below are optional

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Adding a Product

  1. Go to Settings > Products & Services
  2. Click the green ‘Add Product’ button. An ‘Add Product’ page will show
  3. Enter the new product details and select an appropriate Xero account that you want to use for that product
  4. Then click the ‘Add Product’ button

 

Adding a Service

  1. Go to Settings > Products & Services
  2. Select the ‘Services’ tab and click the green ‘Add Service’ button.
  3. Enter the new product details and select an appropriate Xero account that you want to use for that service
  4. Then click the ‘Add Service’ button

Adding a Tax Rate

  1. Go to Settings > Products & Services
  2. Select the ‘Tax Rates’ tab and click the green ‘Add Tax Rate’ button.
  3. Enter the new tax rate details and select an appropriate Xero tax rate that you want to use
  4. Then click the ‘Add tax rate’ button

Adding a XERO Account

  1. While logged into login.xero.com, select the ‘Settings’ module in the menu
  2. Then select the ‘Chart of Accounts’ from the drop-down list
  3. Click the ‘Add Account’ button
  4. Fill in the fields in the pop-up and click the ‘Save’ button

Adding a XERO Tax Rate

  1. While logged into login.xero.com, select the ‘Settings’ module in the menu
  2. Select ‘General Settings’ from the drop-down list
  3. Click the ‘Tax Rates’ button
  4. Click the ‘New Tax Rate’ button
  5. Fill in the fields in the pop-up and click the ‘Save’ button

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