ClearCourse Health - Xero Integration Guide
🔄 Integration Overview
The ClearCourse Health applications integrate seamlessly with Xero accounting software, providing a live two-way connection that synchronizes your financial data automatically. This guide explains how to set up the integration and understand the data flow between the two platforms.
🚀 Basic Setup
Connecting Your Account
Navigate to Settings > Finances > Accounting
Account Integration
Click Add Accounting Package
Select Connect Xero
Account Integration
Click Authorise
Log in to your Xero account (via pop-up window)
Verify your email if required
Click Allow Access
Choose your organisation (Tenant)
Click Save
Configuring Default Account Mappings
These settings serve as fallbacks when specific mappings aren't defined:
Sales Account: For invoiced line items (must be a 'revenue' account in Xero)
Recommendation: Create an account specifically for TM3 Sales
Income Account: For recording actual payments in TM3
Recommendation: Create a new 'Bank account' in Xero without a bank feed
Default Tax Rates: Set your standard tax rates
Note: These will be overridden by tax rates set on individual stock items within TM3
After completing these steps, your basic setup is complete and TM3 is now connected to Xero!
⚙️ Advanced Configuration
Optional Overrides
By default, all invoiced billing items go to the default sales account. If you need different item types to go to different sales accounts in Xero, you can specify overrides for:
Appointment billing items
Class/course billing items
Package billing items
Physical stock billing items
Discount billing items
Credit billing items
Transfer billing items
Write-off billing items
Cancellation billing items
DNA billing items
Relational Item Mapping
You can specify that certain items (Discounts, Credits, Transfer Items, and Write-off Items) get allocated to the same sales account as the original billing item they relate to.
Note: This is not always possible when there are multiple billing items on an invoice and the original billing item cannot be determined. In such cases, the system will use either the override (if specified) or the default sales account.
Tracking Categories
If you use tracking categories in Xero for your locations, you can assign those to each location in TM3. This ensures data sent from TM3 will be allocated to the relevant tracking category in Xero.
Refreshing Xero Data
If you make changes in Xero (such as adding a new account) and need to reflect those in TM3, click the Fetch Latest from Xero button in the Xero Settings section.
Individual Stock Overrides
You can specify account code overrides for individual stock items directly on the stock item record. If this is not set, the sales account code will fall back to either:
The override set for the relevant category in the advanced settings, or
The default sales account set in settings
📊 Using the Integration
The Xero integration provides a live, two-way connection between TM3 and Xero:
When billing items are created AND invoiced in TM3, they will sync to Xero
When payments or refunds are recorded in TM3, they will sync to Xero
When certain items are updated in Xero, they will update in TM3
Note: Some scenarios require manual intervention due to how Xero's API works (detailed below).
Important: Invoice Status in Xero
Invoices sent to Xero are created as draft status. This allows edits in TM3 to update Xero seamlessly.
⚠️ If an invoice has approved status in Xero, changes made in TM3 will NOT update in Xero and manual adjustments will be required.
📋 Common Scenarios & Behaviours
Billing Items
TM3 Action | Xero Result |
Billing item created but not invoiced | Remains in TM3 only (not sent to Xero) |
Billing item created and invoiced | Invoice created in Xero with customer name and billing item |
New billing item added to existing invoice | Invoice updated in Xero with new line item |
Billing item removed from invoice | Line item removed from invoice in Xero |
Billing item deleted (not invoiced) | No action in Xero (as not yet sent) |
Billing item deleted (invoiced) | Item must first be removed from the invoice in TM3, which will remove it from Xero |
Billing item edited (not invoiced) | No action in Xero (as not yet sent) |
Billing item edited (invoiced) | Item updated in Xero |
Discount added to invoice | Discount billing item added as a negative line item in Xero |
Credit added to invoice | Adds credit billing item in Xero as a credit note |
Item transferred from one invoice to another | Adds transfer billing item in Xero as a negative line item;<br>New billing item created in 'transferred to' account in TM3 (only sends to Xero when invoiced) |
Invoice written off | Adds write-off 'credit note' billing item in Xero as credit note |
Payments
TM3 Action | Xero Result |
Unreconciled payment recorded | Sent to Xero as an overpayment |
Unreconciled payment fully reconciled with invoice | Allocates to corresponding invoice in Xero |
Unreconciled payment partially reconciled to an invoice | Allocates appropriate amount to invoice in Xero |
Payment added directly to invoice | Payment created in Xero and reconciled with correct invoice |
Payment deleted | Not possible when sent to Xero; need to void in Xero then update in TM3 |
🌐 Online Bookings
The Connect online booking system follows similar principles with a few differences:
Appointments
Booked with no payment: Nothing happens (no billing item or payment created)
Booked with payment: Payment created in TM3 and sent to Xero as a pre-payment
Classes
Booked with no payment: Nothing happens (no billing item or payment created)
Booked with payment: Payment created in TM3 and sent to Xero as a pre-payment
Courses
Booked with no payment: Nothing happens (no billing item or payment created)
Booked with payment:
Billing item for the course is created & invoiced in TM3
Payment record created in TM3 and reconciled with the invoice
Invoice with billing items created in Xero
Payment created in Xero and allocated to the invoice
Packages
Purchased with payment:
Billing item for the package is created & invoiced in TM3
Payment record created in TM3 and reconciled with the invoice
Invoice with billing items created in Xero
Payment created in Xero and allocated to the invoice
🔄 Updates from Xero to TM3
Editable fields on invoices/billing items updated in Xero will sync back to TM3
Payments created in Xero will sync back to TM3 only when:
The payment has been added to Xero as an overpayment, AND
The payment has been allocated to an invoice sent to Xero from TM3
🛠️ Troubleshooting
You can view technical Xero logs at: Settings > Finances > Accounting > Xero Account Logs > Access Logs
💡 Best Practices
Keep TM3 as the primary source of truth
Make data updates in TM3 initially before making adjustments in Xero
Consult with your accountant or accounting team before and during setup of the Xero integration
📞 Need Help?
Xero platform system status
The link below will allow you to see if there are any issue with Xero’s platform.
Xero Support Central
The link below will take you to Xero’s online help documentation.
Contact ClearCourse support for assistance with your integration: support@blue-zinc.com