Xero

Bookings in Xero without the month-end import

Most tour businesses on Xero end the month the same way: export bookings from one system, tidy a spreadsheet, import it as invoices, then match payments by hand. The Xero plugin replaces all of that. A minute after a booking is confirmed, the sale is in Xero as an approved sales invoice carrying your Tourtify booking reference, booked to the income accounts and tax rates you chose.

Payments follow as they happen and are applied to that invoice, in the account that matches how the money came in: card payments into your payment provider's clearing account, cash and bank transfers recorded by your team into theirs. A refund becomes a credit note, paid back out of the same account, so a cancelled $1,200 trek with a $240 deposit refunded leaves a clean trail instead of a negative invoice.

Profit per tour with tracking categories

Choose one of your Xero tracking categories and every tour becomes an option inside it, created the first time it sells. Xero's profit and loss report can then be filtered or split by tour: what Everest Base Camp earned in spring against the Annapurna circuit, without building a separate spreadsheet.

You also choose how customers appear. One contact per traveller email keeps a history for each customer; one shared contact, such as Online customers, keeps your contact list short while the booking reference on each invoice still tells you who it was.

More than bookings

The same sync carries the money around your bookings. Booking fees, gift vouchers sold and paid with, payment links and retail sales at the till can each go to their own account. Commission paid to agents and pay for trek crews are recorded as money spent from the account you choose, and supplier costs as bills, so your expenses arrive in Xero alongside your income.

Every record is sent once, however often it is retried. If Xero rejects one, for example because an account was archived, the sync page shows it with the reason; fix the mapping and press Retry.

Setting up Xero

1. 1Switch on Xero. Open Plugins in your console and turn it on.
2. 2Connect your organisation. Sign in to Xero and pick the organisation to send to. One Tourtify business connects to one Xero organisation.
3. 3Choose accounts and tax rates. Pick the income account and tax rate for sales, the accounts money comes into for each payment method, and accounts for fees, vouchers and payouts. Nothing syncs until sales and money-in accounts are set.
4. 4Choose contacts and tracking. Decide between a contact per customer or one shared contact, and optionally a tracking category for profit per tour.
5. 5Set a start date and catch up. Pick the date your Xero books should start from, then run Catch up to send older records.