How payments land in Xero

Record a payment once in Accommador and it turns up in Xero on its own. It lands against the right guest, the right document and the right bank account. No re-keying, no import files, no end-of-month catch-up.

What flows across

• Deposits land as money held against the guest, then get applied to the invoice at check-out (see how bookings become Xero invoices).
• Balance and check-out payments record against the booking's invoice.
• Refunds are recorded against the original payment, so the net position in Xero always matches reality. See refund a payment.
• Card payments taken through Stripe or PayDollar flow through with their gateway fees and settlement references kept for reconciliation.

Each payment's method decides which Xero bank account it lands in, using the bank account mappings from the setup wizard: card takings to the account your gateway settles into, cash to the till account, transfers to your trading account.

When it happens

Payments queue and sync automatically, usually within a few minutes. The Accounting → Payments screen shows each payment's sync state: synced, pending, failed, or not yet synced. A failed payment can be re-sent once whatever blocked it is fixed. If Xero is disconnected for a while, nothing is lost: payments wait and flow through once the connection is restored.

One click to the Xero record

Every synced payment carries a link straight to its record in Xero, and every invoiced booking links to its invoice. "Let me just check that in Xero" becomes a click, not a search.

Manual and imported payment methods

Payments you record by hand use a method you pick, such as cash, card or bank transfer. Payments you bring across from a previous system keep the method labels they arrived with. Either way, a method needs a Xero bank account mapped before its payments can land in the right place. After an import, check that every method label that came across has a bank account against it in your mappings.

Troubleshooting

A payment shows as failed

Open it and the payment's detail view shows the reason. The common causes are a connection that needs attention or a method with no bank account mapped. Fix the cause, then re-send the payment; it syncs with the same details you originally recorded.