Integrations

Xero accounting sync

Connect Xero to import your chart of accounts and post each day's sales automatically.

What the Xero integration does

Connecting Xero lets Mavos:

• Import your chart of accounts — your Xero account codes, tax rates, and tracking categories come straight into the POS, so you don't retype anything.
• Fill your accounting settings in minutes — a guided wizard suggests which Xero accounts to use for GST, tips, refunds, card clearing, cash, gift cards, and the rest. You can adjust any suggestion before applying.
• Post each day's sales automatically — every night (at a time you choose), the previous day's sales are posted to Xero for each location. You can also post any day manually or backfill a date range.

Connecting

1. Go to Settings → Integrations → Xero and choose Connect to Xero.
2. Sign in to Xero and approve access for the organisation you want to use. If your Xero login can see several organisations, you'll be asked which one to connect.
3. Run the Import accounts wizard: tick the accounts you want as your chart of accounts, choose which tax rates apply to supplier bills, optionally import up to two tracking categories, then review the suggested system mappings and apply them.

Choosing your purchase accounts

The first step of the wizard has two ticks per account. Imp imports the account. Buy marks it as one a supplier bill may be coded to — those are the only accounts offered when you code an invoice in Stock, so leave anything you never buy against unticked. Expense, direct-cost and inventory accounts start ticked; depreciation and accounts Xero maintains itself do not.

The next step does the same for tax rates. Xero lists income-side rates ("GST on Income") next to purchase-side ones ("GST on Expenses"), and only the purchase-side ones belong on a bill, so the sensible ones start ticked. Rates that are archived in Xero are shown but can't be chosen — Xero rejects them on a new bill. If you'd rather not shortlist at all, choose Offer every tax type.

Re-running the wizard never undoes these choices: anything you've already ticked or unticked stays as you left it.

If one of your locations is a separate legal entity with its own Xero organisation, connect it under Per-location organisations on the same page. Everything else keeps using the company connection. The account codes you use must exist in every connected organisation.

Choosing how sales are posted

Under Daily sales sync you can choose:

• Manual journal (recommended) — a balanced journal per location per day, identical to the CSV export. You can also choose whether GST is posted as its own line, or calculated by Xero per line so sales appear on your activity statement — check with your accountant which suits your setup.
• Daily sales invoice — one invoice per location per day against a "POS Daily Sales" contact, with payments recorded per tender (cash, card, gift card). Useful if you reconcile against invoices. Days where refunds exceed sales can't post as an invoice, and payments only apply when documents post as Authorised.
• Draft or final — post documents as drafts to review in Xero first, or as final straight away.
• Sync time — the hour each night the previous day posts (in your business's timezone), or turn the schedule off and post manually.
• Unclosed days — by default a day only posts after its end-of-day report is closed (it syncs automatically as soon as you close it). You can instead choose to post live figures.

Keeping an eye on it

The Sync history table shows every day that has posted, is queued, or failed — with a link to the document in Xero and the reason for any failure. From there you can:

• Sync now — post a specific day for a location immediately.
• Backfill — queue a past date range (up to three months at a time).
• Re-push — post a day again, for example after reopening and re-closing its end-of-day report. Previous draft documents are removed automatically; finalised documents need to be voided in Xero first.

Re-sync from Xero on the connection card pulls your chart of accounts and tax rates again and tells you exactly what moved — accounts added, renamed, re-coded, archived or removed, and tax rates added or archived. If something you'd marked for purchases has been archived in Xero, it says so, because Xero won't accept a bill coded to it any more.

All syncs and setting changes are recorded in your audit trail. If the connection ever expires (for example the authorisation is revoked in Xero), the page shows a Reconnect banner and syncing pauses until you reconnect — nothing is lost; pending days post once you're reconnected.