For your bookkeeper
Xero your bookkeeper can follow.
Each trading day, every store sends one settlement to Xero that reads the way a bookkeeper expects: sales by account, payments to clearing accounts, and money held for customers kept as a liability.
What lands in Xero
A daily settlement for each store.
When every sale and payment is accounted for, the day’s invoice nets to nothing: income and liabilities offset by what was received into clearing accounts. It arrives as a draft, so you approve it.
- One settlement per store, per trading day
- A draft invoice for each store’s trading day, dated by the store’s own time zone and cutoff, so the late shift lands on the right day.
- Sales by account
- Products map to the sales accounts you choose: food, beverage, retail or as fine as you like. Discounts and tips get lines of their own.
- Payments to clearing accounts
- Cash, Zeller and other payment methods post to clearing accounts, ready to match against the deposits in your bank feed.
- GST as Whoods worked it out
- Taxable, GST-free and out-of-scope sales arrive split, with the tax Whoods charged at the till, not recalculated on the way.
- Gift cards and member accounts as a liability
- Gift card and MiClub value issued, less value redeemed, moves through one stored value liability account, never through sales.
- Cash rounding on its own line
- Rounding to the nearest 5 cents is posted as a BAS-excluded line, so sales and GST stay at their true amounts.
- Processing fees as journals
- Payment provider fees post as separate journals against the matching clearing account, when you map them.
- A sync history
- Every sync is recorded in Whoods, so you can see what was sent and when.
Set up once
Your chart of accounts, your call.
We give you a step-by-step setup guide and a starting point for account names. You or the owner’s accountant approve every mapping before the first sync.
- 01Choose the Xero organisation for each business, matching its ABN.
- 02Create clearing accounts per store and payment provider, so deposits reconcile on their own.
- 03Decide how detailed product sales should be, and map products to accounts.
- 04Confirm GST treatment with the owner, and how tips are held.
- 05Connect each store, then check the first day’s settlement before relying on it.
Behind the numbers
Right at the till, so it’s right in the books.
Xero is only as good as what reaches it. Whoods works out GST, trading days and stored value correctly when the sale happens, and every order keeps a history nobody can type over.
GST that stands up
Dine-in and takeaway treated correctly on every line, GST rounded once per order, and a tax invoice or a receipt depending on your registration.
The right trading day
Sales after midnight count to the night you traded, with a cutoff set for each store, in every Australian time zone.
Gift cards
Sell them at the till or online, email them to the recipient and redeem them at the till. They never expire.
A record you can audit
Every order keeps an add-only history of changes, payments and prints. Totals are calculated from it, never typed over.
Bring your bookkeeper to the demo.
Tell us how you run service today and we’ll show you what changes. No obligation, no lock-in contracts.
Book a demo