Xero Accounting Integration

Close Your Hotel's Books in Hours, Not Days With Automatic Xero Sync

Propeter connects your hotel’s reservation system, folio charges, and payment records directly to Xero — automatically. From room revenue to F&B charges to cancellation fees, every transaction maps to the correct GL account, every night, without manual entry.

100%Automatic folio-to-invoice sync

Custom GLMapping per charge type & property

Multi-Entity
Multiple Xero orgs from one platform

ZeroManual reconciliation for mapped charge types

The Problem

Manual Accounting Entry Is Costing Your Hotel More Than Time

For most hotels, the accounting workflow is a daily exercise in manual data re-entry. The cost isn’t just time — it’s errors, delays, and stale financial data that leadership can’t rely on.

The Typical Hotel Accounting Workflow — Before Propeter

Night audit runs — generates a summary report

Finance manager manually re-enters revenue figures into Xero or spreadsheets

Charge categories manually mapped to GL accounts — or guessed

Month-end: discrepancies require hours of reconciliation

Invoices created manually, sometimes days after guest checkout

In a multi-property group, this problem multiplies with every property added.

The Solution

Propeter → Xero: Fully Automated Hotel Financial Sync

Every billable event in your property is captured, classified, and synced to Xero automatically — with full GL mapping, multi-currency support, and a complete audit trail.

🧾

Automatic Invoice Creation

When a booking is confirmed, Propeter creates a corresponding invoice record ready for Xero sync. When a guest checks out and their folio is settled, the invoice is finalized and pushed to Xero — with all line items including room charges, taxes, service charges, F&B, and ancillary fees.

No manual invoice creation. No post-checkout data entry.

🗂️

GL Account Mapping Per Charge Type

Configure your GL mapping table once: Room Revenue → GL 4001, F&B Revenue → GL 4010, Resort Fee → GL 4050, GST → GL 2200. Every charge is automatically categorized to the correct GL account — regardless of how it was created or who posted it.

Multi-entity: Each property can have its own independent GL mapping — syncing to separate Xero organizations.

🔍

Charge Request Reconciliation Engine

Propeter's reconciliation engine matches charge requests to invoice line items in Xero — flagging discrepancies automatically. Instead of comparing two reports line by line, your accountant reviews exceptions.

Month-end reconciliation shrinks from a multi-day process to a focused exception review.

💹

GST / VAT Breakdown

Tax calculated at the line-item level before syncing to Xero. Each tax component is mapped to its designated tax account in your Xero chart of accounts — eliminating manual tax apportionment at month-end.

💳

Payment Method Tracking

Each payment is recorded with its payment method: Visa, Mastercard, direct debit, loyalty points, voucher, cash, direct billing. The Xero sync preserves this classification — ensuring your bank reconciliation aligns with actual settlement flows.

↩️

Cancellation & Refund Processing

Cancellation fees, no-show charges, and refunds are handled through Propeter's folio system and automatically reflected in Xero as credit notes or adjusted invoices — with correct GL account assignments and tax treatment.

Cllixpay Payment Portal

Secure Guest-Facing Payment Links — Automatically Reconciled

For deposits, pre-arrival payments, and group billing, Propeter’s Cllixpay payment portal generates secure, branded payment links that guests access from any device.

Each payment made through Cllixpay:

✓

Creates or updates the invoice in XeroAutomatic, without any manual intervention

✓

Applies the correct GL mappingFor the specific charge type on the link

✓

Calculates and records applicable taxesGST/VAT breakdown on the guest-facing invoice

✓

Sends branded payment confirmationItemized invoice with GST breakdown sent to guest

✓

Updates the reservation recordPropeter and Xero stay perfectly in sync

SSL/TLS Encrypted
CSP Headers
3D Secure
Multi-Currency

Cllixpay Payment Portal

Guest Payment Experience

Secure, branded payment link for any charge type

🔒 Secure Payment — The Grand Hotel

Room — Deluxe King (3 nights) $540.00

Breakfast Package $75.00

GST (10%) $61.50

Total Due $676.50

Pay Now with Card / Apple Pay

For Hotel Groups

One Platform. Multiple Xero Organizations. No Confusion.

🏢

Separate Xero Organizations

Each legal entity (property) syncs to its own Xero organization. GL mappings are configured independently per entity. Complete financial separation per ownership structure.

📊

Consolidated Group Reporting

Consolidated group financial dashboards available in Propeter. Ownership reporting is separate from operational accounting — Finance Directors get the full portfolio view without manual roll-ups.

💼

Management Fee Structures

Model and reconcile management fee structures across entities. Each ownership group sees only their financials. The management company retains centralized oversight.

Finance Team Benefits

What Your Finance Team Gets Back

🌙 Night Audit

Before Propeter: Manual export-import of PMS data into Xero. 45–90 minutes of daily data entry.

After Propeter: No manual export-import. Propeter sends last night’s transactions to Xero automatically. The night audit report is a confirmation, not a data entry task.

📅 Month-End Close

Before Propeter: 3–5 day month-end close process with full data review and manual reconciliation.

After Propeter: Exception-based reconciliation instead of full data review. Close in 1–2 days. Accountant reviews exceptions — not 500 lines of data.

📋 Tax Compliance

Before Propeter: GST/VAT calculated manually per line item. Ad-hoc spreadsheet analysis at tax time.

After Propeter: Every GST/VAT-applicable charge correctly classified at the transaction level. Tax returns supported by clean, categorized data.

🔍 Audit Readiness

Before Propeter: Hours spent pulling transaction logs, matching to Xero entries, and explaining discrepancies.

After Propeter: Every transaction logged with full traceability: who posted it, when, what GL it mapped to, Xero sync status. Full audit readiness without additional effort.

Your Finance Team Should Be Analysing Performance, Not Entering Data

Every hour spent on manual accounting entry is an hour not spent on financial strategy and performance improvement.

Full Xero integration included in Propeter. Multi-entity support available on Group plans.

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