Xero Integration

Overview

The Xero integration pushes every sale, tax, service charge, loyalty movement, store-credit movement, and payment from Rewardly into your Xero accounting books — keeping your point-of-sale and ledger in sync without manual entry.

You map Rewardly's account categories and payment methods to your Xero accounts once for the whole merchant. Once connected, sales from every outlet flow into the right Xero accounts automatically.

How it works

The mapping is done in Merchants → Edit merchant → Xero tab, and only a merchant admin can see and edit it. Two groups of mappings are required:

• Base Accounts — the income / liability buckets used for the sale itself (sales, tax, service charge, cash float, loyalty liability, store-credit liability, etc.).
• Payment Methods — one Xero account per payment method you accept, so that each payment hits the matching bank/clearing account.

Each Rewardly value picks an account from a dropdown of the Xero accounts on your connected Xero organisation.

Default setup

Bean & Brew example: connect the business to Xero and map the required accounts.

1. Merchants → click the Edit icon on your merchant.

2. Open the Xero tab (visible to merchant admins only).

3. Pick the Tax Type that matches how your Xero file is configured.

4. Map every Base Account to the right Xero account:

   Type	Typical Xero account
   Sales Account	Your main sales income account.
   Tax Account	Tax payable / GST collected.
   Service Charge Account	Service-charge revenue.
   Cash Account	Cash on hand / till.
   Loyalty Account	Loyalty liability (unredeemed points).
   Store Credit Account	Store-credit liability (unredeemed credit).
   Grab Account	Grab/Foodpanda receivable (if used).

5. Map every Payment Method to the right Xero account — one row per active payment method (Cash, PayNow, Credit Card, Fiuu, etc.).

6. Click UPDATE XERO SETTINGS to push the mapping.

7. Save the merchant record.

Set Tax Type first

The Tax Type at the top of the panel determines which Xero tax rates show up on each sale line — set it before mapping the Sales / Tax accounts.

Advanced

Disconnecting

The DISCONNECT button at the bottom of the Xero panel unlinks the integration for the whole merchant — every outlet at once. Sales stop pushing to Xero until you reconnect.

One mapping for every outlet

There is one Xero mapping for the entire business, so you only set it up once — and you cannot point one location at a different Xero account from another. Invoices are still raised per outlet shift, but they all draw on the same set of mapped accounts.

Loyalty & store-credit accounting

The Loyalty Account and Store Credit Account are intentionally liability accounts: each issuance increases the liability, and each redemption decreases it. That keeps your books honest about how much unredeemed value your customers are holding.

Related

• Merchant Settings — the business-wide settings that Xero sits alongside.
• Payment Methods — every method here must be mapped on the Xero tab.
• Payment Reports — the same totals Xero is reconciling against.