This guide shows you how to connect your Phorest financial data with your Xero or QuickBooks Online account.
Only QuickBooks Online is supported. QuickBooks Desktop is not supported.
QuickBooks Self Employed is also not supported as it uses an API different from QuickBooks Online, which Intuit does not publicly disclose.
Xero 'Starter', 'Early', and 'Ignite' subscriptions are not supported. You must be on a higher subscription plan to use the integration with Phorest.
In this Article
Setting up the Integration
Mapping connects each Phorest total to an account in your own chart of accounts, so the correct destination depends on how your accounts are structured in Xero or QuickBooks. If you work with an accountant or bookkeeper, it is worth completing these steps with them or sharing this article, as Phorest cannot see your chart of accounts and does not choose or change accounts on your behalf.
To start, go to Manager > Integrations.
Choose either Xero or QuickBooks.
Then click Manage Integration > Manage Connection. You will be prompted to connect your Xero/QuickBooks account by signing in.
Once you have successfully connected, you can begin mapping the ledger accounts for each payment type in Phorest.
Mapping Your Payment Types, Tax, and Purchase Items
Payment Types cover how the money came in, such as cash, card, or gift card redemption. Tax links each Phorest tax rate to the matching rate in your accounting package. Purchase Items cover what was sold, such as services, retail, and gift cards, and are normally mapped to income accounts.
To begin mapping, first, select the Default ledger account for your Payment Types.
The Default setting ensures that any items that you have not mapped are automatically assigned to the default. This includes any new Payment Types you might create after the integration is set up.
Next, use the dropdown menu next to each Payment Type to map your ledger account(s).
If you're unsure of some of the Phorest totals, you can use the Finance report in Phorest (Manager > Reports > Finance tab) to better understand each total. Set the date range to the last 12 months so all relevant totals appear. The names of the totals listed in the Accounting Integration will match the total names on the Finance report, so this is also the quickest way to check a mapping later if a figure looks wrong in Xero or QuickBooks.
After you have mapped all Payment Types, move to the Tax tab to continue mapping, then repeat the process in the Purchase Items tab.
Once everything is mapped, click Save changes to finish. The integration setup is now complete. The accounts and tax rates you map to must stay active. If one is later archived, made inactive, or deleted in Xero or QuickBooks, syncs will fail until you remap that item.
Multiple Locations in Phorest
If you have multiple locations in Phorest, you must complete the mapping setup in each location individually.
The integration maps to your chart of accounts only, so QuickBooks classes and location tracking are not supported. If you want your locations reported separately, use separate accounts for each one.
When is the Data Synced?
Once your Xero/QuickBooks account is connected, your Phorest data will sync to your account automatically at 1 am (your local time) each morning. Your Phorest software does not need to be open for this to happen.
The sync is one way. Phorest sends a daily journal containing the previous day's transactions, and nothing is pulled from your accounting package back into Phorest.
Can I Resync Failed Sync Attempts?
Yes. Please click here for more information.
Managing the Integration
You can manage the integration at any point by returning to Manager > Integrations > Select either QuickBooks or Xero > Manage Integration.
If you need to make changes to the account connection at any time, including disabling the integration, click Manage Connection.
Then click the menu icon for options to Re-authorize, Disable, Disconnect, or Delete the connection.