Accounting Integration (Onboarding)

Onboarding: Set up and authorize QuickBooks Online

Depending on whether you use the cash or accrual accounting method, the procedure to set up and authorize QBO will differ slightly. For each method, you also have to set up how Zenoti posts journal entries and invoices to QBO.

Important

Ensure that you have an account created on QuickBooks Online (QBO).

Based on the accounting method and the data type of posting, you can configure QBO in one of the following ways:

Cash accounting - Invoices

To enable posting Invoices created in Zenoti in to QBO, you must set up the following:

Prepare QBO

In QBO, create the following chart of accounts and items for Revenue.

Item type (in Zenoti)	Item name (create in QBO)	Item code	Item type	Account name (create in QBO)	Account type
Service	Service	Service	Service	Zenoti Service Revenue	Revenue
Product	Product	Product	Inventory/Service	Zenoti Product Revenue	Revenue
Classes	Class	Class	Service	Zenoti Class Revenue	Revenue
Gift cards	Gift cards	Gift cards	Service	Zenoti Gift Cards Revenue	Revenue
Prepaid cards	Prepaid cards	Prepaid cards	Service	Zenoti Prepaid Cards Revenue	Revenue
Memberships	Membership	Membership	Service	Zenoti Membership Revenue	Revenue
Package	Package	Package	Service	Zenoti Package Revenue	Revenue

In QBO, create the following chart of accounts for Redemption and Collections.

Payment type	Account name (create in QBO)	Account type
Cash	Zenoti Undeposited Funds - Cash	Bank or Other Current Asset
Card	Zenoti Undeposited - Card	Bank or Other Current Asset
Check	Zenoti Undeposited - Check	Bank or Other Current Asset
Custom	Zenoti Undeposited - Custom	Bank or Other Current Asset
Gift card redemption	Zenoti Gift Cards Revenue	Revenue
Prepaid card redemption	Zenoti Prepaid Cards Revenue	Revenue
Membership redemption	Zenoti Membership Revenue	Revenue
Package redemption	Zenoti Package Revenue	Revenue

For the US region: In QBO, enable Automated Sales Tax. More information
For other regions: In QBO, configure tax rates as per local requirements. More information

Set up QBO integration in Zenoti

Navigate to the Integrations tab as follows,
1. At the organization level, click the Configuration icon.
2. Search for and select Accounting from the Integrations section.
Expand the Accounting tab.
Under the Configuration tab, expand the Provider section.
Select QuickBooks Online as the accounting platform, then click Continue.
On the Financials dialog box, click Advanced Configuration.
Set the Use Live Key toggle to Yes.
Important
This tab is visible only after you configure the invoice and sync settings in the Configuration tab.
Important
If you have multiple locations, you must configure locations in QBO and switch on the Multi-Location switch in Zenoti.
Expand the Authorize tab.
Click Authorize . A new tab opens in the browser asking for access to your QBO account.
Note
If you have a single organization created for your business on QBO, you will see the following window:
Sync Guest, Items, Chart of Accounts, and Locations.
1. Expand the Manual Sync section.
2. For Accounts, click Get.
3. For All Items, click Get.
4. For Guests, click Post.
5. For Locations, click Get.
Map Tax Rate to Chart of Accounts.
1. Expand the Tax Rate Mapping section.
2. For each tax group in Zenoti, map it to the respective tax rate in QBO.
3. Expand the Payments Mapping section.
4. For each payment type in Zenoti, map it to an account name in QBO. Refer to the table in Step 2 of this procedure.
Test whether the sync is set up properly.
1. Expand the Manual Sync section.
2. For Sales and Refunds, select a date, then click Post.
3. Now go to QBO and verify that the sync was completed correctly.

Accrual accounting - Journal entries

Prepare QBO

In QBO, create the following chart of accounts for revenues and tax liabilities.

Account name to create in QBO	Account type in QBO	Item type in Zenoti
Zenoti Service Revenue	Revenue	Service
Zenoti Product Revenue	Revenue	Product
Zenoti Class Revenue	Revenue	Classes
Zenoti Gift Cards Liability	Other Current Liabilities	Gift Cards
Zenoti Prepaid Cards Liability	Other Current Liabilities	Prepaid Cards
Zenoti Membership Liability	Other Current Liabilities	Membership
Zenoti Package Liability	Other Current Liabilities	Package
Zenoti Sales Tax Liability	Other Current Liabilities	Taxes

In QBO, create the following chart of accounts for redemptions and collections.

Account name to create in QBO	Account type in QBO	Payment type in Zenoti
Zenoti Undeposited Funds - Cash	Bank or Other Current Asset	Cash
Zenoti Undeposited - Card	Bank or Other Current Asset	Card
Zenoti Undeposited - Check	Bank or Other Current Asset	Check
Zenoti Undeposited - Custom	Bank or Other Current Asset	Custom
Zenoti Gift Cards Liability	Other Current Liabilities	Gift Card Redemption
Zenoti Prepaid Cards Liability	Other Current Liabilities	PPC Redemption
Zenoti Membership Liability	Other Current Liabilities	Membership Redemption
Zenoti Package Liability	Other Current Liabilities	Package Redemption

Set up QBO integration in Zenoti

Navigate to the Integrations tab as follows,
1. At the organization level, click the Configuration icon.
2. Search for and select Accounting from the Integrations section.
Expand the Accounting tab.
Under the Configuration tab, expand the Provider section.
Select QuickBooks Online as the accounting platform, then click Continue.
On the Financials dialog box, click Advanced Configuration.
Set the Use Live Key toggle to Yes.
Important
This tab is visible only after you configure the invoice and sync settings in the Configuration tab.
Important
If you have multiple locations, you must configure locations in QBO and switch on the Multi-Location switch in Zenoti.
Expand the Authorize tab.
Click Authorize. A new tab opens in the browser asking for access to your QBO account.
Note
If you have a single organization created for your business on QBO, you will see the following window:
To allow Zenoti to access your QBO account, click Connect.
Sync the Chart of Accounts and Locations.
1. Expand the Manual Sync section.
2. For Accounts, click Get.
3. If you have multiple locations, for Locations, click Get.
Map the configured Chart of Accounts.
1. Expand the Items Mapping section.
2. For each item type in Zenoti, map it to an account name in QBO. Refer to the table in Step 1 of the Prepare QBO procedure.
3. Expand the Payments Mapping section.
4. For each payment type in Zenoti, map it to the respective Chart of Accounts in QBO. Refer to the table in Step 2 of the Prepare QBO procedure.
Test whether the sync is set up properly.
1. Expand the Manual Sync section.
2. For Sales and Refunds, select a date, then click Post.
3. Now go to QBO and verify that the sync was completed correctly.

Accrual accounting - Invoices

To enable posting Invoices created in Zenoti in to QBO, you must set up the following:

Prepare QBO

In QBO, create the following chart of accounts and items for Revenue.

Item type (in Zenoti)	Item name (create in QBO)	Item code	Item type	Account name (create in QBO)	Account type
Service	Service	Service	Service	Zenoti Service Revenue	Revenue
Product	Product	Product	Inventory/Service	Zenoti Product Revenue	Revenue
Classes	Class	Class	Service	Zenoti Class Revenue	Revenue
Gift cards	Gift cards	Gift cards	Service	Zenoti Gift Cards Liability	Other Current Liabilities
Prepaid cards	Prepaid cards	Prepaid cards	Service	Zenoti Prepaid Cards Liability	Other Current Liabilities
Memberships	Membership	Membership	Service	Zenoti Membership Liability	Other Current Liabilities
Package	Package	Package	Service	Zenoti Sales Tax Liability	Other Current Liabilities

In QBO, create the following chart of accounts for Redemption and Collections.

Payment type	Account name (create in QBO)	Account type
Cash	Zenoti Undeposited Funds - Cash	Bank or Other Current Asset
Card	Zenoti Undeposited - Card	Bank or Other Current Asset
Check	Zenoti Undeposited - Check	Bank or Other Current Asset
Custom	Zenoti Undeposited - Custom	Bank or Other Current Asset
Gift card redemption	Zenoti Gift Cards Liability	Revenue
Prepaid card redemption	Zenoti Prepaid Cards Liability	Revenue
Membership redemption	Zenoti Membership Liability	Revenue
Package redemption	Zenoti Package Liability	Revenue

For the US region: In QBO, enable Automated Sales Tax. More information
For other regions: In QBO, configure tax rates as per local requirements. More information

Set up QBO integration in Zenoti

Navigate to the Integrations tab as follows,
1. At the organization level, click the Configuration icon.
3. Search for and select Accounting from the Integrations section.
Expand the Accounting tab.
Under the Configuration tab, expand the Provider section.
Select QuickBooks Online as the accounting platform, then click Continue.
On the Financials dialog box, click Advanced Configuration.
Set the Use Live Key toggle to Yes.
Important
This tab is visible only after you configure the invoice and sync settings in the Configuration tab.
Important
If you have multiple locations, you must configure locations in QBO and switch on the Multi-Location switch in Zenoti.
Clear the Post Journal Entries checkbox.
Expand the Authorize tab.
Click Authorize . A new tab opens in the browser asking for access to your QBO account.
Note
If you have a single organization created for your business on QBO, you will see the following window:
Sync Guest, Items, Chart of Accounts, and Locations.
1. Expand the Manual Sync section.
2. For Accounts, click Get.
3. For All Items, click Get.
4. For Guests, click Post.
5. For Locations, click Get.
Map Tax Rate to Chart of Accounts.
1. Expand the Tax Rate Mapping section.
2. For each tax group in Zenoti, map it to the respective tax rate in QBO.
3. Expand the Payments Mapping section.
4. For each payment type in Zenoti, map it to an account name in QBO. Refer to the table in Step 2 of the Prepare QBO procedure.
Test whether the sync is set up properly.
1. Expand the Manual Sync section.
2. For Sales and Refunds, select a date, then click Post.
3. Now go to QBO and verify that the sync was completed correctly.

Onboarding: Set up and authorize Xero

Depending on whether you use the cash or accrual accounting method, the procedure to set up and authorize Xero will differ slightly. For each method, you also have to set up how Zenoti posts journal entries and invoices to Xero.

Important

Ensure that you have an account created on Xero.

Based on the accounting method and the data type of posting, you can configure Xero in one of the following ways:

Cash accounting - Journal entries

Prepare Xero

In Xero, create the following chart of accounts for revenues and tax liabilities.

Account name to create in Xero	Account type in Xero	Item type in Zenoti
Zenoti Service Revenue	Revenue	Service
Zenoti Product Revenue	Revenue	Product
Zenoti Class Revenue	Revenue	Classes
Zenoti Gift Cards Revenue	Revenue	Gift Cards
Zenoti Prepaid Cards Revenue	Revenue	Prepaid Cards
Zenoti Membership Revenue	Revenue	Membership
Zenoti Package Revenue	Revenue	Package
Zenoti Sales Tax Payable	Other Current Liabilities	Taxes

In Xero, create the following chart of accounts for redemptions and collections.

Account name to create in Xero	Account type in Xero	Payment type in Zenoti
Zenoti Undeposited Funds - Cash	Bank or Other Current Asset	Cash
Zenoti Undeposited - Card	Bank or Other Current Asset	Card
Zenoti Undeposited - Check	Bank or Other Current Asset	Check
Zenoti Undeposited - Custom	Bank or Other Current Asset	Custom
Zenoti Gift Cards Revenue	Revenue	Gift Card Redemption
Zenoti Prepaid Cards Revenue	Revenue	PPC Redemption
Zenoti Membership Revenue	Revenue	Membership Redemption
Zenoti Package Revenue	Revenue	Package Redemption

Important

If you have multiple locations, you must configure locations in Xero and switch on the Multi-Location switch in Zenoti.

Set up Xero integration in Zenoti

Navigate to the Integrations tab as follows,
1. At the organization level, click the Configuration icon.
2. Search for and select Accounting from the Integrations section.
Expand the Accounting tab.
Under the Configuration tab, expand the Provider section.
Select Xero as the accounting platform, then click Continue.
On the Financials dialog box, click Advanced Configuration.
Set the Use Live Key toggle to Yes.
Important
This tab is visible only after you configure the invoice and sync settings in the Configuration tab.
Important
If you have multiple locations, you must configure locations in Xero and switch on the Multi-Location switch in Zenoti.
Expand the Authorize tab.
Click Authorize. A new tab opens in the browser asking for access to your Xero account.
Note
If you have a single organization created for your business on Xero, you will see the following window:
Sync Chart of Accounts and Locations.
1. Expand the Manual Sync section.
2. For Accounts, click Get.
3. For Locations, click Get.

Map Item Type to Chart of Accounts.

Expand the Items Mapping section.

For each item type in Zenoti, map it to the respective chart of accounts in Xero.

Item type in Zenoti	Chart of accounts created in Xero
Service	Zenoti Service Revenue
Product	Zenoti Product Revenue
Classes	Zenoti Class Revenue
Gift Cards	Zenoti Gift Cards Revenue
Prepaid Cards	Zenoti Prepaid Cards Revenue
Membership	Zenoti Membership Revenue
Packages	Zenoti Package Revenue
Taxes	Zenoti Sales Tax Payable

Expand the Payments Mapping section.
For each payment type in Zenoti, map it to an account name in Xero. Refer to the table in Step 2 of the Prepare Xero procedure.

Test whether the sync is set up properly.
1. Expand the Manual Sync section.
2. For Sales and Refunds, select a date, then click Post.

Cash accounting - Invoices

To enable posting Invoices created in Zenoti in Xero, you must set up the following:

Prepare Xero

In Xero, create the following chart of accounts for revenues and tax liabilities.

Item type (in Zenoti)	Item name (create in Xero)	Item code	Item type	Account name (create in Xero)	Account type
Service	Service	Service	Service	Zenoti Service Revenue	Revenue
Product	Product	Product	Inventory/Service	Zenoti Product Revenue	Revenue
Classes	Class	Class	Service	Zenoti Class Revenue	Revenue
Gift cards	Gift cards	Gift cards	Service	Zenoti Gift Cards Revenue	Revenue
Prepaid cards	Prepaid cards	Prepaid cards	Service	Zenoti Prepaid Cards Revenue	Revenue
Memberships	Membership	Membership	Service	Zenoti Membership Revenue	Revenue
Package	Package	Package	Service	Zenoti Package Revenue	Revenue

In Xero, create the following chart of accounts for Redemption and Collections and select the Enable payments to this account checkbox.

Payment type	Account name (create in Xero)	Account type
Cash	Zenoti Undeposited Funds - Cash	Bank or Other Current Asset
Card	Zenoti Undeposited - Card	Bank or Other Current Asset
Check	Zenoti Undeposited - Check	Bank or Other Current Asset
Custom	Zenoti Undeposited - Custom	Bank or Other Current Asset
Gift card redemption	Zenoti Gift Cards Revenue	Revenue
Prepaid card redemption	Zenoti Prepaid Cards Revenue	Revenue
Membership redemption	Zenoti Membership Revenue	Revenue
Package redemption	Zenoti Package Revenue	Revenue

In Xero, configure tax rates as per local requirements. More information
Select the Enable payments to this account checkbox.

Set up Xero integration in Zenoti

Navigate to the Integrations tab as follows,
1. At the organization level, click the Configuration icon.
3. Search for and select Accounting from the Integrations section.
Expand the Accounting tab.
Under the Configuration tab, expand the Provider section.
Select Xero as the accounting platform, then click Continue.
On the Financials dialog box, click Advanced Configuration.
Set the Use Live Key toggle to Yes.
Important
This tab is visible only after you configure the invoice and sync settings in the Configuration tab.
Important
If you have multiple locations, you must configure locations in Xero and switch on the Multi-Location switch in Zenoti.
Clear the Post Journal Entries checkbox.
Expand the Authorize tab.
Click Authorize. A new tab opens in the browser asking for access to your Xero account.
Note
If you have a single organization created for your business on Xero, you will see the following window:
Sync Guest, Items, Chart of Accounts, and Locations.
1. Expand the Manual Sync section.
2. For Accounts, click Get.
3. For All Items, click Get.
4. For Guests, click Post.
5. For Locations, click Get.
Map Tax Rate to Chart of Accounts.
1. Expand the Tax Rate Mapping section.
2. For each tax group in Zenoti, map it to the respective tax rate in Xero.
3. Expand the Payments Mapping section.
4. For each payment type in Zenoti, map it to an account name in Xero. Refer to the table in Step 2 of the Prepare Xero procedure.
Test whether the sync is set up properly.
1. Expand the Manual Sync section.
2. For Sales and Refunds, select a date, then click Post.

Accrual accounting - Journal entries

To enable posting Invoices created in Zenoti in Xero, you must set up the following:

Prepare Xero

In Xero, create the following chart of accounts for revenues and tax liabilities.

Account name to create in Xero	Account type in Xero	Item type in Zenoti
Zenoti Service Revenue	Revenue	Service
Zenoti Product Revenue	Revenue	Product
Zenoti Class Revenue	Revenue	Classes
Zenoti Gift Cards Liability	Other Current Liabilities	Gift Cards
Zenoti Prepaid Cards Liability	Other Current Liabilities	Prepaid Cards
Zenoti Membership Liability	Other Current Liabilities	Membership
Zenoti Package Liability	Other Current Liabilities	Package
Zenoti Sales Tax Liability	Other Current Liabilities	Taxes

In Xero, create the following chart of accounts for redemptions and collections.

Account name to create in Xero	Account type in Xero	Payment type in Zenoti
Zenoti Undeposited Funds - Cash	Bank or Other Current Asset	Cash
Zenoti Undeposited - Card	Bank or Other Current Asset	Card
Zenoti Undeposited - Check	Bank or Other Current Asset	Check
Zenoti Undeposited - Custom	Bank or Other Current Asset	Custom
Zenoti Gift Cards Liability	Other Current Liabilities	Gift Card Redemption
Zenoti Prepaid Cards Liability	Other Current Liabilities	PPC Redemption
Zenoti Membership Liability	Other Current Liabilities	Membership Redemption
Zenoti Package Liability	Other Current Liabilities	Package Redemption

Important

If you have multiple locations, you must configure locations in Xero and switch on the Multi-Location switch in Zenoti.

Set up Xero integration in Zenoti

Navigate to the Integrations tab as follows,
1. At the organization level, click the Configuration icon.
3. Search for and select Accounting from the Integrations section.
Expand the Accounting tab.
Under the Configuration tab, expand the Provider section.
Select Xero as the accounting platform, then click Continue.
On the Financials dialog box, click Advanced Configuration.
Set the Use Live Key toggle to Yes.
Important
This tab is visible only after you configure the invoice and sync settings in the Configuration tab.
Important
If you have multiple locations, you must configure locations in Xero and switch on the Multi-Location switch in Zenoti.
Expand the Authorize tab.
Click Authorize. A new tab opens in the browser asking for access to your Xero account.
Note
If you have a single organization created for your business on Xero, you will see the following window:
Sync Chart of Accounts and Locations.
1. Expand the Manual Sync section.
2. For Accounts, click Get.
3. For Locations, click Get.

Map Item Type to Chart of Accounts.

Expand the Items Mapping section.

For each item type in Zenoti, map it to the respective chart of accounts in Xero.

Item type in Zenoti	Chart of accounts created in Xero
Service	Zenoti Service Revenue
Product	Zenoti Product Revenue
Classes	Zenoti Class Revenue
Gift Cards	Zenoti Gift Cards Liability
Prepaid Cards	Zenoti Prepaid Cards Liability
Membership	Zenoti Membership Liability
Packages	Zenoti Package Liability
Taxes	Zenoti Sales Tax Liability

Expand the Payments Mapping section.
For each payment type in Zenoti, map it to an account name in Xero. Refer to the table in step 2 of the Prepare Xero procedure.

Test whether the sync is set up properly.
1. Expand the Manual Sync section.
2. For Sales and Refunds, select a date, then click Post.

Accrual accounting - Invoices

To enable posting Invoices created in Zenoti in Xero, you must set up the following:

Prepare Xero

In Xero, create the following chart of accounts for revenues and tax liabilities.

Item type (in Zenoti)	Item name (create in Xero)	Item code	Item type	Account name (create in QBO)	Account type
Service	Service	Service	Service	Zenoti Service Revenue	Revenue
Product	Product	Product	Inventory/Service	Zenoti Product Revenue	Revenue
Classes	Class	Class	Service	Zenoti Class Revenue	Revenue
Gift cards	Gift cards	Gift cards	Service	Zenoti Gift Cards Liability	Other Current Liabilities
Prepaid cards	Prepaid cards	Prepaid cards	Service	Zenoti Prepaid Cards Liability	Other Current Liabilities
Memberships	Membership	Membership	Service	Zenoti Membership Liability	Other Current Liabilities
Package	Package	Package	Service	Zenoti Package Liability	Other Current Liabilities

In Xero, create the following chart of accounts for Redemption and Collections and select the Enable payments to this account checkbox.

Payment type	Account name (create in Xero)	Account type
Cash	Zenoti Undeposited Funds - Cash	Bank or Other Current Asset
Card	Zenoti Undeposited - Card	Bank or Other Current Asset
Check	Zenoti Undeposited - Check	Bank or Other Current Asset
Custom	Zenoti Undeposited - Custom	Bank or Other Current Asset
Gift card redemption	Zenoti Gift Cards Liability	Other Current Liabilities
Prepaid card redemption	Zenoti Prepaid Cards Liability	Other Current Liabilities
Membership redemption	Zenoti Membership Liability	Other Current Liabilities
Package redemption	Zenoti Package Liability	Other Current Liabilities

In Xero, configure tax rates as per local requirements. More information
Select the Enable payments to this account checkbox.

Set up Xero integration in Zenoti

Navigate to the Integrations tab as follows,
1. At the organization level, click the Configuration icon.
3. Search for and select Accounting from the Integrations section.
Expand the Accounting tab.
Under the Configuration tab, expand the Provider section.
Select Xero as the accounting platform, then click Continue.
On the Financials dialog box, click Advanced Configuration.
Set the Use Live Key toggle to Yes.
Important
This tab is visible only after you configure the invoice and sync settings in the Configuration tab.
Important
If you have multiple locations, you must configure locations in Xero and switch on the Multi-Location switch in Zenoti.
Clear the Post Journal Entries checkbox.
Expand the Authorize tab.
Click Authorize. A new tab opens in the browser asking for access to your Xero account.
Note
If you have a single organization created for your business on Xero, you will see the following window:
Sync Guest, Items, Chart of Accounts, and Locations.
1. Expand the Manual Sync section.
2. For Accounts, click Get.
3. For All Items, click Get.
4. For Guests, click Post.
5. For Locations, click Get.
Map Tax Rate to Chart of Accounts.
1. Expand the Tax Rate Mapping section.
2. For each tax group in Zenoti, map it to the respective tax rate in Xero.
3. Expand the Payments Mapping section.
4. For each payment type in Zenoti, map it to an account name in Xero. Refer to the table in Step 2 of the Prepare Xero procedure.
Test whether the sync is set up properly.
1. Expand the Manual Sync section.
2. For Sales and Refunds, select a date, then click Post.

In this section:

Accounting Integration (Onboarding)

Onboarding: Set up and authorize QuickBooks Online

Important

Cash accounting - Invoices

Important

Important

Note

Accrual accounting - Journal entries

Important

Important

Note

Accrual accounting - Invoices

Important

Important

Note

Onboarding: Set up and authorize Xero

Important

Cash accounting - Journal entries

Important

Important

Important

Note

Cash accounting - Invoices

Important

Important

Note

Accrual accounting - Journal entries

Important

Important

Important

Note

Accrual accounting - Invoices

Important

Important

Note

Search results