Xero Payment Integration

Recording Check Deposits in Xero

Xero allows users to receive payments on individual invoices, but when administrative staff receive five paper checks in the morning mail, entering them directly against the primary operating bank account creates reconciliation headaches. Bank feeds import a single consolidated deposit figure that fails to match individual invoices without manual search.

ePayUs provides front desk staff with an isolated payment capture link. Personnel log payer details, check numbers, and invoice allocations without accessing your chart of accounts. The system compiles the checks into a verified deposit batch matching the exact physical slip delivered to your local branch.

Xero Has No Undeposited Funds Account: How to Group Deposits

Practices moving from legacy software often look for an Undeposited Funds account inside Xero. Because Xero does not include this default holding holding bucket, bookkeeping teams must manually configure a custom current asset clearing account or use bank account transfers to prevent reconciliation discrepancies.

ePayUs automates this architectural requirement. You map a designated Xero payment clearing account during initial onboarding. Incoming checks, cash receipts, and card remittances post to this clearing account immediately, closing individual accounts receivable. When funds settle at your bank, ePayUs transfers the grouped batch to your primary bank account so your Xero bank statement lines trigger the green match confirmation.

Recording Card Processing Fees in Xero (Gross vs. Net)

Payment processors deposit payouts net of transaction deductions. When a customer pays a $1,000 invoice and Stripe deposits $970.70 after deducting $29.30 in merchant fees, the bank statement line cannot automatically match the open sales invoice. Booking only the net payout distorts revenue reporting and understates operating expenses.

ePayUs solves fee splitting automatically. It credits the customer account for the full gross payment, posts the exact processor fee to your designated merchant expense line in Xero, and sends the balanced net deposit to match your electronic bank feed.

Moving From QuickBooks to Xero: What Changes in Payment Workflow

Firms migrating clients from QuickBooks to Xero often find that payment intake is the most disruptive operational hurdle. In QuickBooks, office employees may be accustomed to native Receive Payment screens and deposit windows. In Xero, unlimited user seats make collaboration easier, but businesses need a structured intake mechanism so staff do not make unverified edits directly in the general ledger.

ePayUs eliminates migration friction. Staff maintain the same simple intake routine for checks and digital receipts, while your accounting team receives standardized, documented batches inside Xero. No client retraining or ledger disruption required.

For Xero Accountants and Bookkeepers: Onboarding Client Payment Intake

When taking over a new bookkeeping client, payment handling is often where documentation breaks down. Who logs incoming checks? Where are processing deductions tracked? How are deposit records verified before the first month end close?

ePayUs partners with accounting practices to audit and standardize client payment flows. We provide complete operating procedures, mapping spreadsheets, and intake logs so your team can establish repeatable reconciliation from day one.

Simple Four Step Setup

Connecting ePayUs to your Xero organization takes minutes and requires no database reformatting or downtime.