.png?fit=max&auto=format&n=EQK5eX9kTD8NzWwA&q=85&s=878008bf159fcc4964d0c0d508b6e400)
Accounting integrations sync invoice and payment data. They do not sync order form transactions, POS sales, or subscription billing directly. For those transaction types, use the CSV export from Payments → Transactions and import the data manually into your accounting software.
Xero integration
The Xero integration creates a live connection between the HoopAI Platform and your Xero organization. Invoice data flows automatically from HoopAI into Xero, keeping your accounts receivable records current without manual reconciliation.What syncs with Xero
| Data type | Syncs to Xero | Notes |
|---|---|---|
| Invoice status | Yes | Draft, sent, paid, overdue |
| Payment status | Yes | Payment date and amount |
| Invoice numbers | Yes | Preserved as-is from HoopAI |
| Tax details | Yes | Requires tax rate mapping (see below) |
| Customer contacts | Yes | Xero contacts auto-sync to HoopAI as contacts |
| Subscriptions | No | Subscription billing does not sync |
| Manual payment records | No | Cash and check records recorded manually in HoopAI do not sync |
| Order form orders | No | Use CSV export for order data |
Setting up the Xero integration
Open integrations
Go to Settings → Integrations in the HoopAI web app. Locate Xero in the list of available integrations.
Authorize the connection
Click Connect or Authorize. You will be redirected to the Xero login screen. Sign in with your Xero credentials.
Select your Xero organization
If your Xero account has multiple organizations, select the one you want to connect. Only one Xero organization can be connected per HoopAI account.
Map your Chart of Accounts
After authorizing, you will be prompted to map HoopAI revenue accounts to accounts in your Xero Chart of Accounts. This tells Xero which account to credit when a payment is received from HoopAI.
Map tax rates
Map each HoopAI tax rate to the corresponding Xero tax code. This step is required — if tax rates are not mapped, the sync will fail for any invoice that includes tax.For each HoopAI tax rate listed, select the matching Xero tax code from the dropdown. Contact your accountant if you are unsure which Xero tax codes to use.
Xero sync direction
The Xero integration syncs in one direction only: HoopAI → Xero. Changes made in Xero (editing invoice amounts, marking invoices as paid in Xero, adding notes) are not reflected back in HoopAI. Treat HoopAI as the source of truth for invoice creation and status updates.Contact sync
When the Xero integration is active, contacts from your Xero organization are automatically pulled into HoopAI as contact records. This means your existing customer list in Xero becomes available in the HoopAI CRM without manual import.Auto-disconnect behavior
The Xero integration automatically disconnects after 60 days of inactivity (no invoice syncs occurring). When this happens:- You will receive an email alert notifying you of the disconnection
- New invoices created during the disconnected period will not sync until you reconnect
- No data is lost — reconnecting will resume syncing going forward, but invoices created during the gap must be manually reconciled in Xero
QuickBooks integration
The QuickBooks integration connects the HoopAI Platform to your QuickBooks Online account, syncing invoice data and customer records automatically.Initiate the OAuth connection
Click Connect. You will be redirected to the QuickBooks authorization screen via OAuth.
Authorize the connection
Grant the HoopAI Platform permission to read and write QuickBooks data. Review the requested permissions and click Authorize.
Configure sync settings
After authorization, choose which data to sync: invoices, payments, customers, and products. Select the accounts in your QuickBooks Chart of Accounts to map HoopAI revenue and payment data to.
QuickBooks integration requires a QuickBooks Online subscription. QuickBooks Desktop is not supported. If you use QuickBooks Desktop, use the CSV export workflow to import transaction data manually.
CSV exports for accounting
If you use accounting software that does not have a native integration with HoopAI — such as FreshBooks, Wave Accounting, Sage, or Xero via manual import — you can export payment data as CSV and import it into your accounting tool directly.Exporting transactions for accounting
Apply date range filter
Set the date range to match your accounting period — for example, the last month or last quarter.
Filter by status (optional)
Filter to Paid status to export only completed transactions, excluding pending or failed payments from your accounting records.
Transaction export columns for accounting
The following columns are included in the transaction export and are most relevant for accounting reconciliation:| Column | Accounting relevance |
|---|---|
| Date | Transaction date for period matching |
| Amount | Gross revenue collected |
| Currency | For multi-currency reconciliation |
| Customer Name / Email | Customer identification |
| Payment Method | Card, ACH, cash — for payment method analysis |
| Gateway | Which processor handled the transaction |
| Status | Paid, refunded — to filter out incomplete transactions |
| Tax Amount | Tax collected — for tax remittance reporting |
| Discount Amount | Discounts given — for revenue adjustments |
| Refund Status | Refunded or partially refunded amounts |
| Source | Invoice, order form, subscription, POS, or payment link |
Stripe reporting for accounting
If you use Stripe Connect as your primary gateway, your Stripe dashboard provides additional accounting-ready financial reports that complement what is available in the HoopAI Platform.- Go to your Stripe dashboard at stripe.com
- Navigate to Reports → Financial reports
- Stripe’s financial reports provide payout reconciliation, balance summaries, and detailed transaction breakdowns formatted for accounting use
- The Balance summary report is particularly useful for reconciling what was deposited to your bank account against the transactions recorded in HoopAI
Frequently asked questions
Is Xero sync real-time?
Is Xero sync real-time?
No. The Xero sync runs periodically rather than instantly. Allow a few minutes for a newly created or updated invoice to appear in Xero. If an invoice has not synced after five minutes, check the integration status in Settings → Integrations → Xero for any error messages.
Why did my Xero integration disconnect?
Why did my Xero integration disconnect?
The Xero integration auto-disconnects after 60 days without any invoice syncs occurring. This is a Xero OAuth security mechanism. You will receive an email notification when it disconnects. To restore the connection, go to Settings → Integrations → Xero and click Reconnect. Resume normal use and the sync will continue from that point forward.
Can I sync order form purchases to Xero?
Can I sync order form purchases to Xero?
No. Currently only invoice payments sync with Xero. Transactions from order forms, POS sales, and subscription billing do not sync automatically. Export these transaction types manually from Payments → Transactions using the CSV export and import them into Xero using the CSV import feature in Xero.
Does Xero sync work both ways?
Does Xero sync work both ways?
No. The sync is one-way: HoopAI sends data to Xero, but Xero does not send data back to HoopAI. If you edit an invoice in Xero, the change will not appear in HoopAI. Always make invoice changes in HoopAI so they sync correctly to Xero.
What if my tax rates don't match between HoopAI and Xero?
What if my tax rates don't match between HoopAI and Xero?
You must map each HoopAI tax rate to a corresponding Xero tax code during the Xero setup. If rates are not mapped, any invoice using an unmapped tax rate will fail to sync and will show an error in your integration status. Return to Settings → Integrations → Xero, update the tax rate mapping, and re-trigger the sync for any affected invoices.
Is FreshBooks or Wave Accounting supported natively?
Is FreshBooks or Wave Accounting supported natively?
Neither FreshBooks nor Wave Accounting has a native integration with the HoopAI Platform. Use the CSV export from Payments → Transactions or Payments → Invoices to download your data, then import it manually into your accounting tool using their respective CSV import features. Most accounting platforms accept standard CSV transaction imports.
Can I connect both Xero and QuickBooks at the same time?
Can I connect both Xero and QuickBooks at the same time?
This is not currently recommended. Using both integrations simultaneously can result in duplicate records in both accounting systems, as the same invoices and payments would be sent to two places. Use one accounting integration at a time to maintain clean, deduplicated records.
Does the Xero integration handle multi-currency invoices?
Does the Xero integration handle multi-currency invoices?
Yes, provided your Xero account has multi-currency enabled. Invoices issued in currencies other than your base currency will sync to Xero with the original currency preserved. Multi-currency support in Xero is available on the Premium plan and above.
How do I handle invoices created before I connected Xero?
How do I handle invoices created before I connected Xero?
Invoices created before the Xero integration was set up will not sync automatically. You will need to manually reconcile historical invoices in Xero — either by entering them manually or importing a CSV export of your pre-integration invoice history. Going forward, all new invoices will sync automatically.