Send your books to Xero
Stagewerk can send each tax invoice, payment, refund, fee and payout to your Xero file, so your treasurer does not enter them a second time. Xero follows Stagewerk: nothing is read back, and a record that has been sent is never sent again.
The "Xero" link is in the sidebar only when the platform has switched Xero on. Owners and treasurers can connect and change anything; other people who can see payments can read the page. If you cannot see the link, ask your platform contact.
Connect
- Choose "Xero" in the sidebar.
- Choose "Connect to Xero" and sign in to Xero. You may be asked for your password first.
- If your Xero login reaches more than one organisation, pick the one for this club.
Map your accounts
Choose the accounts from your own Xero organisation. Nothing is sent until every one is chosen.
- Entry and membership income: where invoices for entries, memberships and tickets are booked.
- Platform fees and Booking fees: where the platform's cut and any booking fee your club covers are booked as expenses.
- Stripe clearing account: a bank account in Xero that holds card money until Stripe pays it out.
- Bank account: the account Stripe pays out into. Bank transfers you record against entries are paid here.
- The two tax rates, for lines with GST. Lines with no GST are sent as no tax.
- Start syncing from: nothing before this date is sent, so history you already entered in Xero is not doubled.
Choose "Save mapping". Syncing starts straight away and then runs every fifteen minutes.
What reaches Xero
| In Stagewerk | In Xero |
|---|---|
| Tax invoice | A sales invoice, with GST on each line as issued, and its payment |
| Credit note for a refund | A credit note, and a refund payment out of the clearing account |
| Platform fee, booking fee or levy | A spend (or receive, when one is given back) on the clearing account |
| Stripe payout to your bank | A bank transfer from the clearing account to your bank account |
Stripe's own card processing fee is paid by the platform, not by your club, so it never appears in your books. What lands in your bank is the price paid, less the platform's fee, less refunds. Once a payout has been sent, the clearing account in Xero is back to nothing, and the bank transfer matches the deposit on your bank statement.
Check the sync
The "Sync status" list shows each record as sent, waiting or failed, with failures first and Xero's own message beside each. Fix the cause in Xero (a closed period or a missing tax rate, for example) and choose "Retry". Choose "Sync now" to run it without waiting.
If Xero is busy it asks us to slow down, and the sync waits and carries on by itself.
If the connection stops
If you remove Stagewerk in Xero, the connection marks itself as stopped and owners and treasurers get an email. Choose "Connect to Xero" again; everything that was waiting is then sent. Choose "Disconnect" to stop on purpose.
https://stagewerk.com/help