Xero

Xero

How to Connect Xero to GuestPoint. Information we will push to Xero. FAQ's and How to Troubleshoot
Please see the Right hand side for the Table of Contents.

 Article 1 — Data flow overview

Understanding how GuestPoint PMS and Xero share data will help you configure the integration correctly and troubleshoot issues when they arise.
One-way data flow.
GuestPoint PMS sends data to Xero. The flow is one-way — no data is ever imported from Xero into GuestPoint PMS. Your Xero chart of accounts and tax rates are read during setup to enable account mapping, but they are never modified except by the journals GuestPoint PMS posts.

What GuestPoint PMS sends to Xero

Everyday, after your nightly rollover is completed, GuestPoint PMS builds a single manual journal summarising that day's financial activity and posts it directly to your Xero organisation. The journal includes:

•    Revenue entries — mapped to your nominated Xero income accounts with the correct GST/tax type applied

•    Payment entries — covering deposits, overs and unders

•    Company debtor movements — amounts owed by companies against their Xero debtor accounts

•    Room account to company debtor transfers — where a room account balance transfers to a company

•    Deposit transfers — movement of deposit balances

How amounts are handled

All journal amounts are tax-inclusive (GST-inclusive). Each line is tagged with the tax type configured during account mapping — for example, OUTPUT, INPUT, EXEMPT, or BAS Excluded. Debit and credit totals must balance before Xero will accept the journal.

When does data sync?



Trigger



When it posts



After nightly rollover



Automatically, as soon as the rollover is completed in GuestPoint PMS



Scheduled



At a fixed time — daily, weekly, fortnightly, or monthly



Manual (on demand)



Immediately, when you click Post to Xero from the Accounting Interfaces screen


What GuestPoint PMS does not send to Xero

•    Individual guest folios or room charges

•    Separate invoice or payment records

•    Guest contact details or profiles

•    Reservation or booking data

Alert

The integration is designed for nightly summary journals only. It does not replace a full accounting sync and is not intended to replicate individual transactions in Xero.

Article 2 — Connecting GuestPoint PMS to Xero

This one-time setup connects GuestPoint PMS to your Xero organisation. Once complete, the integration runs automatically.

 

Before you begin

•    An active Xero subscription

•    Administrator access to the Xero organisation you want to post journals to

•    Administrator access to GuestPoint PMS for the property being set up

 Step 1 — Enable the Xero export format

1.  Go to Management > Setup > Transaction Accounts>Settings

2.  Set the export format dropdown to Xero and save.

Info
This tells GuestPoint PMS to prepare journal data in a Xero-compatible format. Without this step the Connect with Xero option will not be visible.

Step 2 — Start the connection

3.  Go to Management > Setup > Accounting Interfaces.

4.  Click Connect with Xero. Your browser will open the Xero login screen.

5.  Log in to Xero with your Xero credentials.


6.  Click Allow Access when Xero displays the permissions GuestPoint PMS is requesting.

7.  You will be returned to GuestPoint PMS automatically.
Xero sends an authorisation code back, which GuestPoint PMS exchanges for a secure access token — you do not need to copy or paste anything.


Info

What permissions does GuestPoint PMS request?


GuestPoint PMS requests permission to read your chart of accounts and tax settings, and to post manual journals on your behalf. It does not request access to invoices, contacts, bank accounts, or payroll data.
 

Step 3 — Select your Xero organisation

If your Xero account is linked to more than one organisation, you will be asked to select which one GuestPoint PMS should post journals to.



NotesThis cannot be changed without fully disconnecting and reconnecting. See Article 5 (FAQ) — How do I disconnect from Xero? if you need to switch organisations. 

Step 4 — Map your accounts

After connecting, you will be taken to the account mapping screen. See Article 3 — Mapping your accounts for a full walkthrough.


Step 5 — Set sync preferences

Choose how and when journals will post to Xero. See Article 4 — Sync preferences for your options.

 

Step 6 — Confirm the connection is live

Once all steps are complete, the Accounting Interfaces screen will show the status as Connected. GuestPoint PMS will begin posting journals according to your chosen schedule.

 




 

Continued — Required #3: Getting started

Article 3 — Mapping your accounts

Account mapping links each GuestPoint PMS transaction account to an account in your Xero chart of accounts. This determines where each line of the nightly journal is posted in Xero.

 

How the mapping screen works

GuestPoint PMS reads your active Xero accounts when you open the mapping screen. For each GuestPoint PMS account, select the corresponding Xero account from the dropdown, then confirm the GST/tax type.







Alert

Why are some Xero accounts not appearing?

Only accounts with Active status in Xero appear in the dropdown. Archived accounts and Xero system accounts are automatically excluded. If an account is missing, check its status in your Xero chart of accounts then return to this screen.


 

Account types requiring mapping


Account type



Description



Revenue accounts



One mapping per transaction category (e.g. accommodation, food and beverage, extras)



Room account debtors



Xero debtor account used when a guest's room account carries a balance at rollover



Company debtors



Xero debtor account used for company accounts billed directly



Deposit account



Liability account in Xero where guest deposits are held



Overs / Unders



Account used to record small variances between expected and actual payment totals


GST and tax type mapping

Each mapped account must have a GST/tax type that matches the tax type on the corresponding Xero account, or journal validation will fail. Supported types:

•    OUTPUT — standard GST on sales

•    INPUT — GST on purchases

•    EXEMPTEXPENSES — GST-exempt expenses

•    EXEMPTOUTPUT — GST-exempt income

•    BASEXCLUDED — outside the scope of GST

•    GSTONIMPORTS — GST applicable on imported goods

 


Info

Unsure which tax type to use?


Check with your accountant or refer to your Xero chart of accounts settings for each account.


 

Saving your mappings

Click Save once all accounts are mapped. GuestPoint PMS records all mappings and marks the integration as Mapping Completed. You can return to update mappings at any time if your Xero chart of accounts changes.

 Article 4 — Sync preferences

Sync preferences control when GuestPoint PMS posts nightly journals to Xero. Choose from three modes depending on how your property runs its end-of-day process.

 Sync modes


Manual (on demand)

 


Mode



How it works



After nightly rollover (recommended)



A journal posts to Xero automatically each time a nightly rollover is completed. No scheduling required.



Scheduled



Journals post at a fixed time — daily, weekly, fortnightly, or monthly. Any rollovers since the last run are batched together.



Manual (on demand)



You post journals yourself by clicking Post to Xero. Useful for testing or catch-up posting.


 

Draft vs posted journals

•    Draft — Journal appears in Xero but must be manually approved before it affects account balances. Useful if your accountant wants to review entries first.

•    Posted — Journal is immediately finalized in Xero. Account balances update straight away.



Notes
This setting only affects future journals. Journals already posted to Xero are not changed.

 

Timezone and sync time

If using scheduled posting, set the sync timezone to match your property's local timezone. This ensures journals post at the correct local time rather than server time.

 

What happens if a journal fails?

GuestPoint PMS automatically retries the journal up to three times, waiting a configurable interval between each attempt (default 60 minutes). If all retries fail, the journal is flagged as permanently failed and must be re-triggered manually from the Accounting Interfaces screen.

If Xero returns a Forbidden error, the integration displays a Reconnection required message. Disconnect and reconnect following the steps in Article 2.

 

Article 5 — Frequently asked questions 

General

What does this integration actually do?

GuestPoint PMS posts a single manual journal to Xero for each nightly rollover. The journal summarizes the day's revenue, payments, debtor movements, and deposit activity. It does not sync individual transactions, guest folios, invoices, or contacts.

 

Does data flow from Xero into GuestPoint PMS?

No. GuestPoint PMS reads your Xero chart of accounts and tax rates during setup to enable account mapping, but it does not import any financial data from Xero. The integration is one-way.

 

Can I use this with multiple Xero organisations?

Each GuestPoint PMS property connects to one Xero organisation. Multiple properties each need their own separate connection.

 

Setup and configuration

Why are some of my Xero accounts not appearing in the mapping dropdowns?

Only accounts with Active status in Xero are shown. Archived accounts and Xero system accounts are excluded. Log into Xero, set the account to Active under Chart of Accounts, then return to the GuestPoint PMS mapping screen — the updated list loads automatically.

 

What permissions does GuestPoint PMS request from Xero?

GuestPoint PMS requests permission to read your chart of accounts and tax settings, and to post manual journals. It does not request access to invoices, contacts, bank accounts, payroll, or any other area of Xero.

 

Can I post journals as drafts rather than finalized entries?

Yes. In sync preferences, choose Draft or Posted. Draft journals appear in Xero but must be approved manually before they affect your account balances.

 

Posting and sync

When does data sync to Xero?

This depends on your sync preference — automatically after each nightly rollover, on a fixed schedule, or manually on demand. See Article 4 — Sync preferences for details.

 

What happens if a journal fails to post?

GuestPoint PMS retries the journal up to three times. If all retries fail, the journal is flagged as permanently failed and must be re-triggered manually from the Accounting Interfaces screen. Check the error details against the journal — they indicate whether the issue was a validation error (mismatched tax type, zero-value line) or a connectivity issue with Xero.

 

I see a 'Reconnection required' message — what does this mean?

The secure connection between GuestPoint PMS and Xero has expired, usually because the Xero access token was revoked or the authorisation was removed from Xero's connected apps. Disconnect and reconnect following Article 2.

 

How do I reconcile the nightly journal in Xero?

Each journal posted by GuestPoint PMS includes the narration "Daily balance for night of [date]" so you can identify it easily. Your accountant can match the journal lines against your bank feed during reconciliation in the normal way. All amounts are tax-inclusive and already tagged with the correct GST/tax type.

 

How do payment processing fees appear in Xero?

Payment processing fees are not automatically included in the nightly journal. If your property charges processing fees, reconcile these separately in Xero against the corresponding bank transactions.

 

How do I disconnect from Xero?

Go to Management > Setup > Accounting Interfaces and click Disconnect. GuestPoint PMS will remove the stored Xero credentials. Journals already posted to Xero are not affected. Your account mappings are preserved — if you reconnect to the same organisation you will not need to remap from scratch.

 

Troubleshooting

The integration shows as connected but no journals are appearing in Xero

•    
Confirm the nightly rollover has been completed in GuestPoint PMS for the relevant dates

•    
Check sync preferences to confirm when journals are scheduled to post

•    
Open Accounting Interfaces and review the Journal History for failed entries

•    
If you see a Reconnection required status, disconnect and reconnect

 

A journal has been marked as permanently failed — what do I do?

Open the Accounting Interfaces screen, locate the failed journal in the Journal History, and click re-trigger. Before doing so, review the error details — they will indicate whether the issue was a validation error or a connectivity issue with Xero.