What we send
Each night, from 3am, we send the day before’s takings through Venakis to your Xero as one sales invoice to the contact “Venakis sales”, referenced VNK-YYYY-MM-DD and marked paid against a clearing account you choose. Lines are split into services, products, memberships and class packs, deposits, and no-show fees, with refunds taken off the line they refund.
Gift cards sold go to a liability account, not income. When a gift card is used, that amount moves from the liability to income.
Tip: Only money taken through Venakis (cards online and on card readers) is included. Record cash and anything else in Xero as you do now.
Connect
- In HQ, go to Integrations and open Xero. (Only the owner can connect it.)
- Press “Connect Xero”, sign in to Xero and choose your organisation.
- Back in HQ, choose the account for each kind of takings. We suggest 200 Sales and 260 Other Revenue from the standard UK chart. Choose your gift card liability account and a bank account to use as the clearing account (we suggest one called “Stripe clearing”, where you also reconcile your Stripe payouts).
- Press “Confirm accounts”. Nothing is sent until you do.
Amounts include VAT, and each account’s own tax rate applies.
If something goes wrong
- We never send the same day twice: we check for the reference first.
- If Xero stops accepting the connection, we email you. Reconnect in Integrations and anything missed is sent.
- A day with refunds bigger than its takings isn’t sent (Xero can’t take a negative invoice). Record that day by hand.
- “Send yesterday now” sends straight away, for checking.
Disconnecting
Press Disconnect. We delete our access to your Xero at once. Invoices already sent stay in your Xero.