> ## Documentation Index
> Fetch the complete documentation index at: https://help.hoopai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Accounting integrations — syncing payments with your accounting software

> Sync invoices, payments, and customer data with accounting tools like Xero and QuickBooks to keep your financial records accurate and up to date.

The HoopAI Platform can sync invoice and payment data directly with accounting software to eliminate manual data entry and double-handling. Connect Xero or QuickBooks to keep your financial records in sync automatically, or export data as CSV to import into any other accounting tool.

<Note>
  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.
</Note>

<Frame caption="Invoices and payment data that syncs with accounting software">
  <img src="https://mintcdn.com/hoopai-84ec0cdc/nPZQX336AEZb6kX3/images/payments-invoice-list-view.png?fit=max&auto=format&n=nPZQX336AEZb6kX3&q=85&s=c89872eaacbd25844f06528763c3bc57" alt="Invoices and payment data" width="1133" height="315" data-path="images/payments-invoice-list-view.png" />
</Frame>

***

## 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

<Steps>
  <Step title="Open integrations">
    Go to **Settings → Integrations** in the HoopAI web app. Locate **Xero** in the list of available integrations.
  </Step>

  <Step title="Authorize the connection">
    Click **Connect** or **Authorize**. You will be redirected to the Xero login screen. Sign in with your Xero credentials.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save and verify">
    Click **Save**. Create a test invoice in HoopAI and mark it as paid. Check your Xero account within a few minutes to confirm the invoice appears with the correct status, amounts, and tax codes.
  </Step>
</Steps>

<Warning>
  Tax rate mapping is mandatory. Any invoice that uses a HoopAI tax rate that has not been mapped to a Xero tax code will fail to sync. If you add new tax rates in HoopAI after the initial setup, return to Settings → Integrations → Xero and map the new rate before using it on invoices.
</Warning>

### 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.

<Tip>
  If you have a large Xero contact list, review the synced contacts in HoopAI after connecting to ensure there are no duplicates with existing HoopAI contacts. The platform matches on email address — contacts with matching emails are merged rather than duplicated.
</Tip>

### 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

To reconnect, go to **Settings → Integrations → Xero** and click **Reconnect** or **Authorize** again.

***

## QuickBooks integration

The QuickBooks integration connects the HoopAI Platform to your QuickBooks Online account, syncing invoice data and customer records automatically.

<Steps>
  <Step title="Open integrations">
    Go to **Settings → Integrations** and locate **QuickBooks** in the list.
  </Step>

  <Step title="Initiate the OAuth connection">
    Click **Connect**. You will be redirected to the QuickBooks authorization screen via OAuth.
  </Step>

  <Step title="Sign in to QuickBooks Online">
    Enter your QuickBooks Online credentials and log in to your account.
  </Step>

  <Step title="Authorize the connection">
    Grant the HoopAI Platform permission to read and write QuickBooks data. Review the requested permissions and click **Authorize**.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save">
    Click **Save**. Invoice data created in HoopAI will now sync to QuickBooks automatically.
  </Step>
</Steps>

<Note>
  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.
</Note>

<Frame caption="Transaction details available for accounting export">
  <img src="https://mintcdn.com/hoopai-84ec0cdc/nPZQX336AEZb6kX3/images/payments-invoice-detail-view.png?fit=max&auto=format&n=nPZQX336AEZb6kX3&q=85&s=be7506d1bd5f86d2319602784fbadf66" alt="Transaction details" width="1127" height="313" data-path="images/payments-invoice-detail-view.png" />
</Frame>

***

## 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

<Steps>
  <Step title="Navigate to Transactions">
    Go to **Payments → Transactions** in the HoopAI web app.
  </Step>

  <Step title="Apply date range filter">
    Set the date range to match your accounting period — for example, the last month or last quarter.
  </Step>

  <Step title="Filter by status (optional)">
    Filter to **Paid** status to export only completed transactions, excluding pending or failed payments from your accounting records.
  </Step>

  <Step title="Click Export">
    Click the **Export** button to download a CSV file of all matching transactions.
  </Step>
</Steps>

### 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

<Tip>
  Stripe's financial reports are especially useful if you have multiple revenue sources flowing through Stripe (not just HoopAI). The HoopAI transaction export gives you the HoopAI-specific breakdown, while Stripe's reports show the full picture of everything processed through your Stripe account.
</Tip>

***

## Frequently asked questions

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>