1. Xero Integration in the wawa platform
Integrate your Xero account with the wawa platform to send finance data from wawa to Xero.
What can the Integration do?
Invoice syncing between wawa and Xero
Custom Chart of Accounts support for your integration
Adyen transaction reconciliation with all Adyen transactions are tagged with the original invoice number for easy reconcilliation
Credit notes and refunds processed through wawa and Adyen are automatically linked to Xero and original invoices
Note: This integration does not flow backwards from Xero to wawa. This means that if you generate an invoice, refund, etc. in Xero for a patient, it will not flow back to be documented in wawa.
Update from v1 to v2
Our existing Xero integration allows basic automatic syncing of Invoices, Payments and Credit Notes. Our version 2 builds on this to give a fuller picture of the accounting process on both the Balance Sheet and Profit & Loss side by incorporating Adyen transactions.
This includes payments reaching your Adyen Balance, Adyen fees, Refunds and Payouts from Adyen to your bank. Each Adyen transaction is also named with the original Invoice number to aid reconciliation.
2. Getting Started with the Integration
Visit the “Integrations” page of the clinic settings. Click “configure” in the Xero integration box. Click “Connect” and enter your Xero log-in credentials.
1. Within wawa: Configure or disconnect your active connection – which you can view in the Integration tab – and ensure that your Price list configuration is set up properly. Additionally, you can select if/which type of contact matching you would like with invoices.
2. Within Xero: After configuring the integration in wawa, go to your Xero account, then 'Accounting' > 'Chart of accounts' > select the account you indicated as your Xero payment account on wawa > ensure the "Enable payments to this account" checkbox is selected > click "Save"
3. Xero Chart of Accounts
In XERO, you can view all of the different Accounts by going to: https://go.xero.com/GeneralLedger/ChartOfAccounts.aspx
All of the accounts needed for v2 will be automatically created from our integration or will already exist in XERO.
4. Example Transaction Flows
4.1 Invoice Creation
When an invoice is created on WaWa the invoice is synced automatically to the Sales account (or whatever setting you currently have (Settings > Integration > Xero Configuration > Default Xero Account)
A Contact in Xero is created under the Patient ID of the invoice and the tax is handled automatically by XERO.
Below is the example of a £120 invoice and 20% Tax Sales Account:
Sales Account:
Tax Account:
Total invoice amount in Accounts Receivables:
4.2 Specific Xero Accounts for Products
You can also set specific Xero codes for Products in the Products List (You must first ensure that the Account exists in XERO), here’s a guide.
Here we’ve created a new Product “Clinical Product 1” with a price of £1000 and a Xero nominal code of 4321:
In Xero we’ve created an Account with code 4321 called “Clinical Products 1” and upon invoice creation it is sent to that account instead of the Default Xero Account (all other actions to the invoice i.e. tax treatment, credit notes etc. happen in the same way as invoices sent to the Default Xero Account):
4.3 Payment (or partial payments) recorded against Invoices
When a payment is made the payment amount is reduced from the Accounts Receivable account. In this case a partial payment of £60:
The same amount is added to the Adyen Clearing Account (this account represents the processing of payments before fees are deducted):
4.4 Payment received by Adyen
Upon payment landing in your Adyen Balance Account the payment amount is credited from the Adyen Clearing Account minus the processing fees. The payment will have a description including the invoice number that it is linked to:
And debited to the Adyen Balance Account. The Adyen Balance Account will therefore reflect the amount of money kept in Adyen until the payout threshold is reached and a Payout is triggered:
4.5 Adyen Processing Fee
Processing fees for Adyen are handled by reducing the amount from the Adyen Clearing Account:
And attributing them to the Bank Fees account:
4.6 Credit Note Issued in wawa
Credit note for a £120 invoice shown in the Sales account (or your Default Xero Account):
Tax treatment for the credit note:
Accounts receivables showing credit:
4.7 Refunds Processed by Adyen
When a Refund is processed via the Adyen Web Interface (currently handled by WaWa staff), there is the choice to refund the payment amount and fee or just the payment amount minus fee. Each refund transaction is recorded with the relevant invoice number:
Note: if the payment processing fee is refunded this will be deducted from your Adyen Balance
4.8 Payouts from Adyen
Payments minus processing fees are held in your Adyen Balance Account (represented in Xero by the Adyen Balance Account) until a threshold amount is reached (typically £1000). Once this threshold is reached a payout of that amount is triggered to send the amount to your designated Bank Account.
Payout Credited from Adyen Balance Account:
Debited to the Business Bank Account: