XERO Integration

We understand that invoice management can be a significant time-consuming challenge for venues. 

Hot Giggity provides a seamless integration with XERO to automate this cumbersome process, allowing you to focus on running your venue. Below, we highlight the core advantages of this integration:

Automated Invoice Synchronisation: Hot Giggity instantly recreates  incoming invoices from suppliers within XERO. You also have the flexibility to upload the invoice as a PDF directly to XERO and can choose to automatically mark the invoice status as "Approved / Awaiting Payment."

Real-Time Payment Updates: After completing your bank reconciliation and marking invoices as paid in XERO, Hot Giggity automatically updates these invoices to "Paid" status within Hot Giggity. Furthermore, it sends payment notifications to your suppliers, eliminating the need for you to issue separate remittance notices.

By automating these tasks, Hot Giggity's XERO integration frees up your valuable time and resources, allowing you to focus on what matters most- running your venue! 

This feature is included in our Venue Pro Plan. To access the Pro Integrations tab and unlock this functionality, you'll first need to subscribe to the Pro Plan.

Once you are subscribed to the Pro Plan, follow the instructions below to set up your XERO integration. 

Please note: Depending on the number of contacts you have in Hot Giggity (venues and artists), the initial set up may take up to 15 minutes.  Please allow time for this process.  A little time spent now will save you hours of admin time in the future! 

Connecting your Hot Giggity account to your XERO account

1. Connect your Hot Giggity account to your XERO account by navigating to Account Settings / Pro Integrations

2. Select XERO. The XERO drop down will then open.

3.  Ensure that you are logged into XERO on another browser tab and then click 'Connect XERO Account'.  This will open the XERO authentication screen.  Select your organisation in the drop down and then click Allow Access.

4. Clicking 'Allow access' will return you to the Hot Giggity system and will show your XERO account populated. If you have multiple XERO 'tenants' select the correct account using the drop down.   Click 'Connect Account'. This connects your Hot Giggity account to your XERO account and will then show you the 'Manage XERO' button.

5. Clicking Manage XERO will then take you to the 'XERO Settings' page.

XERO Settings Configuration

1. Invoice Mapping - Mapping your incoming supplier invoices to your XERO chart of accounts

These settings allow you to set the XERO chart of accounts that should be applied to your Incoming supplier invoices.

1.1  Select an 'Expense' account from the drop down. This is populated from your XERO chart of accounts.

1.2 Click 'Save Mapping'.   You will be shown a confirmation pop up. Click 'Save Mapping'

2. Contact Mapping - Mapping your Hot Giggity contacts (agencies and artists) to existing contacts in XERO

These settings enable you to link existing contacts in Hot Giggity with those already in your XERO account. By associating your Hot Giggity contacts with your XERO contacts, the system ensures that invoices sync to the appropriate contact within XERO. This setup is a one-time task. For any new contacts added to Hot Giggity after the initial configuration, you'll receive a prompt to create a corresponding new contact in XERO upon invoice synchronisation. Further details on this process are provided later in this article.

2.1.  Click the 'Contact Mapping' tab.  This will show you all of the contacts, venues and artists, in your Hot Giggity account. To show more rows, use the 'Rows Per Page' drop down at the bottom of the table.

2.2  To check if a contact in Hot Giggity already exists in your XERO account, click 'Map Existing' for a contact.  This will activate the drop down in the XERO Contacts field.

2.3.  You can then either type the name of the contact in the Map XERO account field, or scroll to find the contact.

If the Hot Giggity contact is not found in XERO, you will be shown 'No Results Found'.   In this instance, click 'Create New'. This will show you a confirmation pop up.

Clicking confirm will then create the contact in XERO, pushing across all address and contact information for the contact.  Any venue will be created in XERO as a Customer contact. Each contact will be created in XERO as a supplier contact. The Status will change to Mapped.

If the contact is found in XERO, selecting the contact will show you the status 'Confirm?'. Clicking 'Save' will then save the mapping and change the status to 'Mapped'.

Repeat the above process until all of your contacts have been updated and have the status 'Mapped'.

3. Sync - Setting Invoice Sync Settings

Sync Invoice PDF:  When this is turned on, a PDF of the Hot Giggity invoice is pushed into XERO as an attachment to the invoice.

Invoice Sync As Approved: When this is turned on, the status of the Invoice in XERO will be marked as 'Approved / Awaiting Payment'.

Invoice Syncing

Once the set up is completed, you will then be able to sync the invoices. Click the Syncronise Now button to take you to the Invoices page.  

1. Use the date filter to select the month / time period you would like to sync to XERO.  Best practice is to ensure that you align your XERO integration push with your incoming invoice batching period.  In this example, this incoming invoice batching is set to weekly.  As such, we recommend that you do this process each week using the 'Last Week' filter allowing you to sync the previous weeks invoices.

2.  Select Invoices to sync:  Use the check box to the left of the date column to select the invoices you would like to sync.  You can sync up to 10 invoices at a time. The 'Sync with XERO' button will become active. 

3. Click 'Sync with XERO'.  This will initiate the sync. Depending on the number of invoices you are syncing, this process may take up to 30 seconds.  Once the sync is successful, the invoice will be marked as 'Synced to XERO'. Repeat this process for all invoices you would like to sync.

4. Check invoice in XERO.  

To view incoming invoices from your suppliers, click on Business / Bills To Pay.  

If you have set the sync settings to 'Sync As Approved',  the bill will be in the 'Awaiting Payment' tab. Clicking on the invoice will show you the invoice details exactly as they are in Hot Giggity. The PDF of the invoice can be viewed by clicking the attachment icon.

If you have not set the Mark as Approved to on, the bill will appear in the 'Awaiting Approval' tab. Clicking on the invoice will show you the invoice details exactly as they are in Hot Giggity. The PDF of the invoice will be displayed in a preview window.

Marking an Invoice as Paid in XERO - Syncing Payment Status to Hot Giggity.

Marking a bill as paid, either manually or via a bank reconciliation, will automatically mark the invoice as paid in Hot Giggity notify the supplier via the Hot Giggity app notification.  This will save you having to send a remittance. 

The supplier perspective is shown below:

Errors Log

If an error in the sync occurs you will be notified via an app notification.  To view and fix any errors, go to Manage / XERO Settings and then select the Log tab.  Here will you be shown any errors and be given the option to fix those errors using the 'Quick Fix' option.

If you need support in setting up your XERO integration, or to book a demo of the process, please contact us via support@hotgiggity.com.