Lopay's expanded Xero integration helps keep your accounts up to date without you having to enter your Lopay activity manually. Once daily syncing is enabled, Lopay sends the previous day's eligible transaction data to your Xero organisation every morning.
Below, you'll find everything you need to connect Xero, map your accounts and manage the integration.
I already have Xero connected to Lopay. What has changed?
Lopay has connected with Xero since 2024, allowing you to add a Lopay payment link to a Xero invoice and reconcile the payment against a clearing account once it has been paid.
The expanded integration adds automatic daily syncing of your Lopay transaction data. If you already have Xero connected, you will still need to complete your account mappings and enable the daily sync.
Which Xero plans are supported?
The Lopay integration currently supports the following Xero plans:
Grow
Comprehensive
Ultimate
Trial, for the duration of Xero's 30-day trial period
Ignite and other lower or free Xero plans are not supported. You may be able to connect one of these accounts, but you will not be able to enable the daily sync. To use daily syncing, you will need to upgrade to a supported Xero plan.
What do I need before I connect Xero?
Before getting started, make sure you have:
Access to the Lopay portal or Lopay app.
An active account with Xero on a supported plan.
Permission to connect and manage the relevant Xero organisation.
Your Xero chart of accounts ready, so you can choose where each type of Lopay activity should be recorded.
You can connect one Xero organisation to each Lopay account. If you are unsure which Xero accounts or tax rates to select, speak to your accountant or bookkeeper before completing the setup.
How do I connect my Lopay account to Xero?
You can start the connection from the Lopay portal or from Settings in the Lopay app. If you start in the app, you will be redirected to the portal to complete the setup.
Open the Integrations page in the Lopay portal and select Xero.
Read and accept the terms and conditions, then select Connect.
Sign in to Xero and approve the connection.
Choose the Xero organisation you want to link.
You will then be returned to the Lopay portal to complete your account mappings.
You only need to complete the connection process again if you later disconnect the integration.
How do I map my Lopay activity to Xero?
After connecting, choose which accounts and tax rates in Xero should be used for your Lopay activity.
Your sales, fees and tax-rate mappings are required. Tipping, payouts and Business Funding mappings only need to be completed if you use those features. When mapping payouts, you can also select the relevant bank account.
The daily sync cannot be enabled until all required mappings have been completed. If you are unsure how anything should be categorised, speak to your accountant or bookkeeper.
How do I enable the daily sync?
Once your required mappings are complete:
Review your mapping choices.
Choose whether you want to bring across any earlier Lopay activity.
Turn on the Xero sync and save your settings.
The sync runs every day at 2am and covers the previous day's activity. If you had no eligible Lopay activity on a particular day, nothing will be sent to Xero for that day.
How do payouts sync to Xero?
Payout syncing is optional and is not enabled by default. To include payouts in the daily sync, you must enable the feature and select the bank account in Xero that you want them mapped to.
Once enabled, every Lopay payout will create a bank transfer to the same mapped account in Xero. This applies even if you have different bank accounts set up to receive payouts in Lopay.
If you receive Lopay payouts into more than one bank account, this may not accurately reflect where each payout was sent. You should consider whether payout syncing is suitable for your setup and speak to your accountant or bookkeeper if you are unsure.
How will my Lopay activity appear in Xero?
Sales and tips appear as a sales invoice marked as paid.
Lopay fees appear as a bill.
Cash Advance repayments appear as a bill.
Reward Card spending appears as a draft bill for you to review and categorise.
Payouts from Lopay appear as a bank transfer.
Refunds appear as a credit note for you to review and finalise.
Team Card transactions are not currently supported by the Xero integration.
What is Lopay Clearing and why are payments showing as unreconciled?
Lopay Clearing is an account created within Xero to represent your Lopay account and show how money moves through it.
When you take a payment, Xero records the money as entering Lopay Clearing. When you receive a payout, Xero records the money leaving Lopay Clearing and being transferred to your selected bank account.
Payments will show as unreconciled because Lopay Clearing is not a real bank account and does not have its own bank feed. This is expected and does not mean the sync has failed.
Why has my Reward Card spending appeared as a draft bill?
Reward Card spending is added as a draft so you can review it, choose the correct category and finalise it in Xero.
Why has my refund appeared as a credit note?
Refunds are sent as credit notes for you to review and finalise in Xero. This allows you to apply the correct tax treatment before completing the entry.
Can I sync earlier Lopay transactions?
Yes. When enabling the integration, you can choose a historical start date and Lopay will sync your eligible activity from that date onwards.
The date cannot be earlier than the start of your current financial year in Xero or later than yesterday. Dates outside that range cannot be selected.
Before starting a backdated sync, check whether you have already entered any of the same activity into Xero to avoid duplicate records.
What happens if I change the backdated start date?
Moving your start date to a later date will not remove information that has already been synced to Xero. If you need to remove those records, you will need to do this directly in Xero.
Can I change my mappings or disconnect Xero?
Yes. You can return to the Xero settings in the Lopay portal to update your mappings or switch off the integration at any time.
Disconnecting removes the connection between your Lopay account and Xero and stops any further daily syncs. If you want to use the integration again, you will need to reconnect Xero and complete the setup.
Why can't I enable the sync?
Check that:
You are using a supported Xero plan.
You selected the correct Xero organisation during setup.
All required sales, fees and tax-rate mappings have been completed.
The Lopay portal will show a message if your setup is incomplete or your Xero plan does not support daily syncing.
For any further questions or help, please email us at [email protected].