Export to Xero

You can now seamlessly export invoices from CareHQ and import them straight into your Xero account.

We're big fans of Xero (it's the accounts application we use) and it turns out a lot of our clients are using Xero too. For these reasons we decided that Xero would be the first accounts application we'd provide dedicated export tools for.

If you're an existing client using Xero and CareHQ's invoicing engine then get in touch and a member of our team will update your account settings for Xero.

Getting setup

To ensure your invoices import into Xero without error it's important that a few things match up within your CareHQ and Xero accounts, you can modify your finance settings under the Accounts > Finance tab.

• Nominal codes - represent what account a line item within an invoice should be recorded against, in Xero you'll find your list of nominal codes in the Chart of accounts. For example it's common to add the following nominal codes to CareHQ based on Xero's standard setup:
  • 200 - Sales
  • 206 - Other revenue
• Tax rates - for the most part invoices generated by CareHQ will be VAT exempt, however, we recommend setting up each of the tax rates you use within in CareHQ also. Remember to make sure the tax code in CareHQ matches the code you use in Xero.

As well as nominal codes and tax rates there's one other field that needs to match and that is the contact name. In order to ensure that Xero can assign invoices from CareHQ to the correct customer within Xero the contact names must match. We use a standard format for the contact name field when exporting to Xero that contains both the contact's company or personal name and a unique account code (to ensure that two people with the same name can be uniquely identified). For example:

• Joe Watson (JW0123)
• Worcestershire County Council (WCC0456)

This is the biggest change that needs making when preparing to export to an existing Xero account, however, changes only need to be made for currently active customers.

Exporting for Xero

Once you're setup exporting your invoice for Xero is simple:

• Select Locations from the primary navigation.
• Select the location you want to export invoices for.
• Select the Invoices tab.
• Modify the filter to select the date range you want to export invoices for and select the Update button.
• Select the Export... action top-right and then select Download for Xero from the drop-down menu.
• You'll be asked if you want to mark the invoices you are downloading as exported, if you're testing the feature select the Don't mark option and your download will begin.

To import the invoices you have downloaded follow the steps provided by Xero.

What if we use another accounts package?

If you're not using Xero then CareHQ allows you to export invoices using a generic template that can be imported into most accounting packages with minimal alteration.

We're also planning to introduce dedicated export tools for more accounting applications in 2022 including Sage and intuit. If you'd like to see support for the accounting application you're using get in touch and we'll work to make that happen.