Xero Integration Setup

Created by James Brocklehurst, Modified on Thu, 16 Apr at 5:30 PM by James Brocklehurst

VoucherGrid syncs gift voucher transactions to Xero as journal entries, so your accountant always has up-to-date liability and revenue figures. Available on Premium and Professional plans.

Connect Xero

Go to Settings > Connections

Click Connect Xero

You'll be redirected back to VoucherGrid with a confirmation message

Set up account mapping

After connecting, you need to tell VoucherGrid which Xero accounts to use. Three accounts are required:

Sales Revenue — where voucher revenue is recognised (a Revenue-type account)

Voucher Liability — where unspent voucher balances sit until redeemed or expired (a Current Liability-type account)

Bank / Cash — the account that receives payment (a Bank-type account)

Don't have these accounts in Xero yet? Click Set up for me and VoucherGrid will create "Gift Vouchers Outstanding" (liability) and "Gift Voucher Sales" (revenue) accounts in your Xero organisation automatically.

Once selected, click Save Account Mappings.

What gets synced

VoucherGrid creates Xero journal entries for these events:

| Event | What happens in Xero | |---|---| | Voucher sold | Debit Bank, Credit Liability (GST deferred for face-value vouchers) | | Voucher redeemed | Debit Liability, Credit Revenue (GST recognised at redemption for face-value) | | Voucher expired | Debit Liability, Credit Revenue (breakage — remaining balance recognised) | | Voucher voided/refunded | Debit Liability, Credit Bank (reversal) |

For specific-service vouchers (where GST applies at the time of sale), the pattern is different: GST is recognised on the sale itself, and no journal is needed at redemption.

Each journal entry includes a narration like "Gift Voucher Sale - ABC12345" so your accountant can trace it back to the specific voucher.

Sync runs automatically — a nightly sweep catches anything that wasn't synced in real time, and token refresh runs every 20 minutes to keep the connection alive.

Disconnect Xero

Go to Settings > Connections

Click Disconnect on the Xero card

Confirm the disconnection

This revokes VoucherGrid's access to your Xero organisation and clears your account mappings. Previously synced journal entries remain in Xero. You can reconnect at any time.

Troubleshooting

"Xero permissions need updating" banner: Your Xero authorisation has expired or changed. Click Disconnect & Reconnect to re-authorise. Journals not appearing in Xero: Check that your account mappings are saved (Settings > Connections > Xero). If mappings are blank, the sync has nowhere to post entries.