Manage your finances easily by integrating with Xero on Classcard in these simple steps outlined below.
Integrate with Xero on Classcard
Navigate to the Integrations menu on the bottom left side of your screen and click on it.
On the All Integrations page, you can locate Xero from all the integrations or, you can also find it under the Accounting tab.
After clicking on Xero, click on the Connect button.
Next, you’ll be redirected to the Login page of Xero. You can either log in if you already have an account or click on the Sign-up option located at the bottom of the page.
After successfully logging in/signing up, authorize Classcard by clicking on the Allow access button.
Add an Item on Xero
On the Dashboard of your Xero account, select the Business tab, and under that click on Products and Services.
On the top right side of the screen, click on New item.
In the pop-up, add the Code (codes play a crucial role in distinguishing accounts within Classcard's integration), and Item Name that you're selling, then check the box if you're going to Track inventory items, Purchase, or Sell the same.
You can add in the price of the item, select the account and tax rate and click Save or Save and add another item.
The item will be automatically added to Classcard!
👉 Please note that Xero is case-sensitive, so ensure that you are mindful of this when adding an item.
Configure the Integration on Classcard
Once connected, navigate to Integrations → Accounting → Xero → Setup to complete the following configuration.
Account Credit
When a student pays an invoice using their account credit, you need to specify which Xero account this should be recorded against. Use the Account credit dropdown to select the appropriate Xero account (e.g. Classcard Credit Note), then click Save.
To set this up in Xero first, go to Accounting → Chart of Accounts → Add Account. Set the Account Type to Current Asset, add a code (e.g. CC-Cr Note) and name (e.g. Classcard Credit Note), set Tax to Tax Exempt (0%), enable payments to this account, and save.
Sync Items
Match each Classcard fee item to its corresponding Xero item and select the Xero account it should sit under. Use the search bar to find specific items. Click Save when done.
Note: The Xero account selected here must always be a Sales account. This applies to all items regardless of type.
Sync Taxes
Match each Classcard tax to its equivalent tax rate in Xero using the dropdown next to each entry. Click Save when done.
Sync Payment Methods
Select the Xero account that each Classcard payment method should be posted to. Click Save when done.
Classcard Method | Suggested Xero Account |
Cash | CASH (e.g. 001 CASH - Control Account) |
Payment gateway | PAYMENT GATEWAY (e.g. 002 PAYMENT GATEWAY - Control Account) |
Cheque | Create a Cheque account in Xero Chart of Accounts |
Credit / Debit Card | DEBIT / CREDIT CARD (e.g. 004 DEBIT / CREDIT CARD) |
Account Credit | Classcard Credit Note account (e.g. CC-Cr Note) |
Tabby | Create a Tabby account in Xero Chart of Accounts |
Postpay | Create a Postpay account in Xero Chart of Accounts |
PayNow | Create a PayNow account in Xero Chart of Accounts |
Other payment methods | Create a matching account in Xero Chart of Accounts |
Payment methods shown with a red ⚠️ icon are unmapped and will not sync until a Xero account is selected. For new payment methods like Tabby, Postpay, and PayNow, create matching accounts in your Xero Chart of Accounts first, then return here to map them.
💡 Account naming is flexible. The only requirements are: (1) account type must be Current Asset, and (2) the Enable payments to this account checkbox must be ticked.
Some academies create one account per payment method (e.g. Tabby, Postpay); others use a single generic account like Bank for all online methods. Either approach works - choose what makes sense for how you want to track payments in Xero.
Enable rounding off on Xero - Head to your Chart of Accounts and search for the Rounding GL Code. Ensure this is set up as Code: 860 and Description: Rounding.
FAQs
1. Why does Classcard automatically include a rounding row on Xero invoices, and what is its significance for ensuring accurate payment processing and invoice reconciliation?
Due to a difference in the number of decimals that Classcard and Xero use to compute invoices, taxes, and discounts, Classcard automatically adds a rounding row in Xero to compensate for the difference. The rounding items are auto-mapped to the "rounding account" in Xero. It's important that the final invoice amount matches in both systems; otherwise, it may result in payments not being transferred or the invoice not closing as fully paid.
2. When I reconcile items in Xero, do the updates reflect on Classcard?
When an invoice is created or a payment is updated on Classcard, the changes are automatically updated on Xero. However, any changes made on Xero do not get auto-updated on Classcard.