Connecting your SumUp POS system to Xero can be a game-changer for businesses in the retail and hospitality sector. The integration of these two platforms enables seamless transfer of data, reducing the time and effort needed to manage your books. With real-time updates and automatic syncing, you can be confident that your data is accurate and up-to-date, giving you a complete picture of your business performance. In this post, we’ll be going through the process of connecting SumUp to Xero, and what you need to do to get the most out of this integration.
Getting started with SumUp and Xero integration
To start, you need to have a SumUp POS account and a Xero account. If you’re a new user, sign up for both services. If you already have an account with either service, log in to your account and proceed to the next step.
Connecting SumUp and Xero
To connect your SumUp POS account to Xero, follow these steps:
Log in to your SumUp back office.
Go to the “Apps” section.
Select “Xero” from the list of available apps.
Click on “Connect to Xero.”
You will then be directed to the Xero login screen. Enter your Xero login credentials and click “Log in.”
Follow the instructions to complete the mapping process between SumUp and Xero.
Once the mapping process is complete, you can choose to sync your data automatically every time you close your register or send the information manually.
Setting up Xero
To get the most out of your SumUp and Xero integration, you need to set up Xero correctly. Here’s what you need to do:
Create a Xero account: If you don’t already have a Xero account, sign up for one.
Connect your bank account to Xero (optional): This step is not needed for SumUp POS integration, but it’s a good idea to connect your bank account if you want a comprehensive view of your financials in Xero.
Create a Contact: SumUp POS will create an invoice with the sales data for a period and apply the payments against it. The invoice will be created against this contact. If you already have an existing contact, you can use that, but it should be entered as a supplier in Xero and not as a customer.
Create a Revenue Account: Go to “Settings > Chart of Accounts” in Xero. You can use an account that is of type Revenue or create one. This will act as the default account for your line items unless you choose to overwrite it by applying a product/category-specific account code.
Create a Tracking Category (optional): To track categories in Xero, you need to set up tracking categories. SumUp POS supports up to two tracking categories. For example, you can set up a tracking category called “Type” to help you keep track of your sales by category.
Set up Region (optional): If you want to track each site/outlet’s invoice in Xero, you can set up a region value field in the POS back office. This will enable you to match your Xero tracking categories with your SumUp POS system.
To set up SumUp POS with Xero:
- Login to SumUp POS back office and go to Apps > Xero.
- Click “Connect to Xero” and authorize the account and select a company.
- If using multiple outlets, tick the option “Use this connection for all other outlets” to avoid linking each outlet individually.
- Select a contact from the list or create a new one.
- Choose a default revenue account for invoice line items and select an export type: “By Product”, “By Category”, or “By Summary”.
- Map registers to revenue accounts (optional).
- Select VAT rate for each rate used (mandatory).
- Select accounts for sales payments (optional).
- Choose a Xero tracking category (optional).
- Select a default invoice status (optional).
Note: If adding a new VAT rate or account in Xero, refresh the settings page in SumUp POS.
At Carter Clear, we can assist with connecting Xero and SumUp by providing guidance and support on the software integration process. This can include helping with the setup and configuration of both systems, ensuring data accuracy and consistency, and troubleshooting any issues that may arise during the integration process. Our goal is to ensure a seamless and efficient integration between these two systems, enabling clients at Carter Clear to make the most of their financial management and payment processing capabilities.