Latest updates from the Dubsado team
Originally posted: December 1st, 2020
We are excited to announce the arrival of our integration with Xero. Xero is world-leading online accounting software built for small business. When you connect Xero to Dubsado, you'll be able to automatically sync invoices and payments from Dubsado to your Xero account.
After completing the connection process, you'll be redirected back to the Xero integration page in Dubsado.
⚠️ Heads up! There are a few more settings you'll need to configure before the integration is ready to use.
Before you can set up automatic syncing, you must select which Xero payment account will receive your Dubsado invoice payments.
You can choose any account in your Xero chart of accounts that has a code and the enable payments option turned on.
👋 Here's a tip... if you have your bank or payment processor connected to Xero, we recommend setting up a separate "clearing account" to receive payments from Dubsado. Here's an article from Xero on reconciling bulk payments.
There are three options for configuring automatic syncing with Xero:
This option is for you if... you would like payments received through Dubsado invoices to be added as transactions in Xero.
Turn both automatic sync settings ON if you would like to sync both invoices and payments:
This option is for you if... you do not want to see Dubsado payments added to Xero when an invoice is paid.
Turn the setting to sync invoices ON, and the setting to sync payments OFF to sync invoices only:
This option is for you if... you want full manual control over syncing individual invoices and payments with Xero. With this option, you will need to manually sync each invoice and payment.
Turn both automatic sync settings OFF to prevent automatic invoice syncing.
All Dubsado tax items must be mapped to corresponding tax items in your Xero account. For each tax item in Dubsado, select the corresponding Xero tax item in the dropdown.
👋Here's a tip... you'll need to have tax rates set up in Xero before you can map them in Dubsado. This article from Xero explains how to set up tax rates.
⚠️ Heads up! Dubsado invoices with tax items that have not been mapped to Xero tax items will not sync. If you add more tax items to Dubsado in the future, remember to return to the Xero integration settings page and map them.
⚠️ Heads up! Xero does not support line items with more than one tax applied. If you apply more than one tax item to a line item in Dubsado, the invoice will encounter an error when syncing.
In Xero, every invoice line item must be assigned to an account in your chart of accounts. Even if you do not use income categories in Dubsado, you must select a default Xero account here. Xero will automatically assign any "Uncategorized" line items to this account.
Income categories in your Dubsado chart of accounts can be mapped to Xero accounts here. Just use the dropdowns to select the matching Xero account for each of your Dubsado income categories.
⚠️ Heads up! If you add more income categories to Dubsado in the future, remember to return to the Xero integration settings page and map them. Line items with unmapped categories will be applied to the default Xero account.
When you delete an invoice or payment in Dubsado, you will have the option to also delete the invoice or payment in Xero.
Dubsado will try to match clients to Xero contacts using their email address. If no match is found, or multiple matches are found, a new contact will be created in Xero.
No. Payment processing fees are not recorded separately when Dubsado syncs a payment with Xero, just like they aren't recorded separately on Dubsado invoices. You are responsible for reconciling payment processing fees inside your Xero account.
You need at least one "current asset" type of account in with the setting to enable payments turned on to select as your default payment account in Dubsado. You also need at least one "revenue" type of account to set as your default account in Dubsado for categorizing your income.
If you set up separate income categories for different services in Dubsado, it may make sense to do the same in your Xero chart of accounts so you can match them up. Beyond that, it's up to you and your accountant to decide how best to categorize your income and set up your chart of accounts!
You can connect one Xero organisation to each Dubsado brand. After you have connected a Xero organisation to one brand, you cannot connect it to another brand. If you have multiple Xero organisations, you'll be able to select which organisation you want to connect during the connection process.
If you need to disconnect from Xero, click Disconnect Xero on the Xero integration settings page. Disconnecting your Xero account will remove all Xero-related data inside Dubsado and prevent you from syncing further invoices and payments to your Xero account. Dubsado invoices and payments already synced to Xero will remain in your Xero account.
You have the option to delete all Dubsado invoices and transactions from your Xero account as well, however this action cannot be undone.
