Xero integration for clubs: your accounts, reconciled for you

Ask any club treasurer what eats their weekend and the answer is usually the same: making the numbers add up. ClubApp's Xero integration takes that job off their plate — every sale flows seamlessly through to your own club accounts, the fees are booked, GST is captured, and your Stripe payouts reconcile in a single click. Set it up once, and it runs on its own.

The problem with one lump deposit

When your club takes payments online, Stripe doesn't send through each sale as it happens. It bundles them up and pays your club one lump sum every day or few days. That single deposit is really your gross sales — a bit of shop, some memberships, a few event tickets, Saturday's raffle — minus Stripe's fee and the platform fee, all rolled into one number.

Which leaves the treasurer with a puzzle. A deposit of, say, $91.48 lands in the bank. What was it? How much was shop versus memberships? Where are the fees? And how does it tie back to the P&L? Pulling that apart by hand, payout after payout, is slow, fiddly and exactly the kind of admin that burns good volunteers out.

Everything flows through to your own accounts

This is where the integration earns its keep. ClubApp doesn't just dump a number into Xero — it maps every income stream to the account you choose in your own chart of accounts, the way your club already thinks about its money:

• Shop → your shop or merchandise accounts, and you can split it further — canteen/food to Canteen Sales, gear to Merchandise Sales, right down to individual items if you want.
• Memberships → Membership Income, split by membership type if that's useful.
• Tickets, passes, raffles, auctions and donations → their own revenue accounts, breaking down automatically by event, raffle or fundraiser as separate lines.

You set this mapping up once. From then on, every sale lands in the right place on its own — so your P&L is already itemised and meaningful before you've touched a thing. No manual journals, no splitting deposits, no guessing what last Tuesday's $91.48 was made of.

Fees booked, GST captured — the real numbers

Because the platform records your full revenue and books the fees as an expense separately, your accounts show what actually happened — not just the net that hit the bank. That $91.48 payout is recorded as $95.00 revenue minus $3.52 in fees. GST mirrors each sale automatically: sales that carried GST post as GST on Income, and a club that isn't GST-registered simply sees everything as GST Free, which is correct.

Reconcile in one click

Here's the part treasurers love. Because ClubApp creates one bank deposit that matches your Stripe payout exactly, reconciling is no longer a reconstruction job — it's a confirmation. Open your real bank account in Xero, hit Reconcile, and Xero suggests the matching deposit ClubApp created. Click OK. Done.

And you only ever reconcile your real bank account. The money passes through a clearing account that's set up as a current asset — not a bank account — so it has no bank feed and never fills your screen with "unreconciled" lines to chase. (As a bonus, it sits at around zero; if it ever doesn't, you instantly know a payout hasn't come through.)

Less admin, every single day

The whole point is to give the committee its time back. After a one-time setup of around 15 minutes, the integration runs automatically: every new Stripe payout is pulled in and posted to Xero by the next morning, with no one lifting a finger. Your treasurer's ongoing job shrinks to a single click per payout.

And it's safe to adopt. A built-in Preview shows exactly what would post — every payout broken into revenue lines, GST and fees — without writing anything to Xero, so you can check the mapping or show your accountant first. You can even trial the whole thing against Xero's free Demo Company before you connect your real organisation.

What syncs

Shop, event tickets, venue passes, auctions, memberships, raffles and donations all flow through, each to its own revenue account and broken down by its natural detail — product category or item, membership type, event, raffle or fundraiser. (Sponsorship and volunteer payments aren't synced yet.) It's the whole picture of your club's income, categorised the moment it posts.