Xero accounting settings

Connecting CaterCloud to Xero

The Xero integration lets CaterCloud automatically push invoices, payments, and contacts into your Xero organisation — keeping your accounting up to date without double entry. It's available to Australian businesses and is ideal for any catering operation already using Xero as their accounting package.

Before You Start

• You need an active Xero account with at least one organisation set up.
• The Xero integration is currently available for Australian businesses only. If you're in another region, contact support to register your interest.

Connecting Xero

1. Go to Settings → Xero.
2. Review the list of what syncs — invoices, payments, and contacts all flow one way from CaterCloud into Xero.
3. Click Connect Xero and sign in to your Xero account when prompted.
4. Authorise CaterCloud to access your organisation.
5. You'll be returned to the Xero settings page with a confirmation banner. The Connection card will now show your organisation name, the date connected, and when your token expires.

What Syncs

Once connected, the following happen automatically:

• Invoices created in CaterCloud appear in Xero
• Payments (Stripe, Square, or manual) are recorded against the correct invoice
• Contacts are synced so invoices are assigned to the right Xero contact
• GST is correctly categorised in your Xero chart of accounts

CaterCloud is the source of truth — data flows one way, from CaterCloud into Xero.

Setting Account Codes

After connecting, a second card appears: Xero account codes.

Enter the Xero account codes that match your chart of accounts:

• Sales account code — defaults to 200 (Sales)
• Payment account code — defaults to 090 (bank clearing)
• Purchase account code — defaults to 310 (expense/COGS for supplier bills)

Find these codes in Xero under Accounting → Chart of Accounts. Click Save account codes when done.

Disconnecting Xero

Click Disconnect on the connection card and confirm the prompt. Synced invoice IDs are preserved, so reconnecting later won't create duplicate records — but new invoices won't sync until you reconnect.

> Tip: If the connection fails with a "Token exchange failed" error, try connecting again; if it persists, contact CaterCloud support.