How bookings become Xero invoices

You never type a booking into Xero. Accommador raises the right documents at the right moments, coded by your mappings — this is the life of a booking's money, in plain words.

Deposits are held, not earned

When a guest pays a deposit, that money is not income yet — the stay hasn't happened. Accommador records it in Xero as money you hold against the guest, coded to your deposits account. It sits there, visibly yours-but-not-earned, until the booking is delivered. Your revenue figures stay honest, and your accountant will thank you at year end.

Check-out raises the invoice

When you check the guest out, Accommador raises one invoice in Xero for the whole stay:

• accommodation lines, coded to your accommodation account — or to a room type's own account where you've set one;
• extras, each to its own account and tax type where mapped, with Xero item codes on imported items;
• a commission deduction on bookings that came through booking sites, coded to your commission account;
• GST per your tax mappings, line by line.

The deposits you've been holding are applied to the invoice at the same moment, so it lands in Xero already settled to the extent the guest has paid — approved and ready, not a draft waiting for attention. Payments taken at check-out flow through as well; see how payments land in Xero.

Cancellations raise their own invoice

When a booking is cancelled or marked a no-show and the guest isn't entitled to their money back, the amount you retain is invoiced to your cancellation-charges account and settled by the money you already hold — so a forfeited deposit becomes recognised revenue instead of a credit sitting unexplained on the guest. The amount is worked out from what you actually hold: refund whatever the guest is owed first, and the charge follows automatically. The full behaviour is in cancellation charges.

Every document names its booking

Each invoice's reference carries the booking reference, the room types and the stay dates, and every line mentions the booking reference too — so anyone reading Xero can trace a document back to its booking at a glance. In the other direction, the booking in Accommador links straight to its invoice in Xero, one click.