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Xero Integration

Mapping Payment Methods

Mapping Payment Methods

In this article

Mapping payment methods ensures Xero knows when an invoice is paid and where the money goes—so your accounts stay accurate without manual reconciliation.

Contents

Why Is It Important to Map Payment Methods?

When a customer pays for an order in EasyBiz, the system records how they paid — whether it was by cash, credit card, QR code, or advance credit. But Xero does not automatically know where to record that payment. Without payment method mapping, Xero will not know which bank account or liability account the money belongs to, and your invoices may get stuck in the Awaiting Payment tab even though the customer has already paid.

By mapping your payment methods, you are telling EasyBiz where each type of payment should go in Xero. For example, "When a customer pays by VISA, record it in my bank account in Xero. When a customer pays by advance credit, record it in my Customer Advance Credit account." This ensures that every payment syncs to the correct account in Xero, your invoices move to the Paid tab automatically, and your bank reconciliation stays clean.

Note: If a payment method is not mapped or is mapped to an incorrect account (e.g., a revenue or expense account instead of a bank or liability account), the payment sync will fail and the invoice will remain in Awaiting Payment. Make sure each payment method is mapped to an account that has "Enable payments to this account" turned on in Xero.

Where to find this setting?

Go to Settings > Business Portfolios. Click your business > Click the three dots for Xero > Settings. Scroll down to the Payment Method Mapping section.

Where Can I Find the Chart of Accounts in Xero?

  1. Log in to your Xero account.
  2. Click Accounting in the top navigation bar.
  3. Select Chart of Accounts from the dropdown menu.

You will see the full list of your account codes, names, types, and tax rates. This is where you can check your existing codes or add new ones if needed.

Tip: If you are unsure about which account codes to use, we recommend consulting your accountant before configuring the mapping. Incorrect mapping may affect your financial reports in Xero.

Common Mapping Examples

  • Bank / Credit Cards / Cash: These methods represent real money entering your business.
    • Map to: Your Business Bank Account (e.g., Code 090).
  • Points / Vouchers: These are non-monetary payments. You are "paying" for the service by giving value away, which is a marketing cost.
    • Map to: An Expense Account like Advertising (e.g., Code 400).
  • Advance Credit: This represents money the customer gave you previously (Liability) that you are now using.
    • Map to: An Expense Account like Advertising (e.g., Code 400).
Note: Any payment method left blank (unmapped) in these settings will result in the invoice syncing to Xero as "Unpaid" (Awaiting Payment)
Note: The codes above (090, 400, 850) are just examples. For other payment methods, or if your business uses a custom setup, you can find the suitable code by checking your Chart of Accounts directly inside Xero.

How to Map Your Payment Methods with Xero

Scroll down to the Payment Method Mapping section. Click on the dropdown and select the payment methods your business uses to map them to Xero.

Scroll down to the Payment Method Mapping section. Click on the dropdown and select the payment methods your business uses to map them to Xero.

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Tip: In this guide, we will walk you through the account codes for Advance Credit, Points, and Credit/Debit Card. For any other payment method that counts as direct income to your business (e.g., Cash, PayNow), they all use the same bank account code — in this example, 090.
For Advance Credit, use account code 855 (Customer Advance Credit). This is a Current Liability account because the money was already received when the customer topped up their credit. When they spend it, no new money enters your bank — the system simply moves the amount from the liability to revenue.

For Advance Credit, use account code 855 (Customer Advance Credit). This is a Current Liability account because the money was already received when the customer topped up their credit. When they spend it, no new money enters your bank — the system simply moves the amount from the liability to revenue.

For Points, use account code 400 (Advertising). This is an Expense account because when a customer redeems points, your business absorbs the cost as a promotional expense rather than receiving actual payment.

For Points, use account code 400 (Advertising). This is an Expense account because when a customer redeems points, your business absorbs the cost as a promotional expense rather than receiving actual payment.

For Credit/Debit Card, use account code 090. This is a Bank account type in Xero that is linked to your actual bank account number. By mapping card payments here, every credit or debit card transaction will be recorded in this account, making it easier to reconcile with your bank statement.

For Credit/Debit Card, use account code 090. This is a Bank account type in Xero that is linked to your actual bank account number. By mapping card payments here, every credit or debit card transaction will be recorded in this account, making it easier to reconcile with your bank statement.

Once you have mapped all your payment methods, do not forget to click Save to apply your changes.

Once you have mapped all your payment methods, do not forget to click Save to apply your changes.

Note: The account codes above (855, 400, 090) are examples and may differ depending on your Xero setup. Please refer to your own Chart of Accounts or consult your accountant if you are unsure.

Watch: How to Map Your Payment Methods in Xero

Prefer to follow along visually? Watch the full walkthrough below.

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