Set up and use the Xero integration in Venue Manager – Help Center

Use the Xero Integration page in Venue Manager to map transactions and revenue in ROLLER to the correct general ledger (GL) codes in Xero. Once mapped, you can use the Xero Export report to generate journal entries and upload them into Xero for reconciliation and reporting.

Before starting, ensure your reporting categories are set up and the correct GL codes are assigned. These categories determine how product revenue is grouped in the Xero Export. Set them up via Venue Manager > Reports > Reporting categories.

Quick setup checklist

Before diving into the full guide, here’s a summary of what you’ll do:

Open the Xero Integration page in Venue Manager
Map GL accounts to each transaction type and reporting category
Assign tax rates to revenue categories where applicable
Map ROLLER tax rates to Xero tax names exactly
(Optional) Add tracking categories such as venue or region
Confirm your date format matches your Xero account
Generate and import the export report via Manual Journals in Xero

Step 1: Open the Xero integration page

From Venue Manager, go to Settings > Integrations > Xero Integration.

The page includes:

General ledger mappings
Define which ROLLER revenue and transaction types to export, and where they go in your Xero Chart of Accounts.
Tax rate mapping
Ensures Xero applies the correct tax treatment to each item during import, based on your mapped tax names.
Tracking categories (optional)
Settings (eg date format)

Step 2: Map GL accounts

Enter your Xero GL account codes for each row in the General ledger mapping section. These must match your Xero Chart of Accounts.

Then, enter the Xero tax rate name for each account.

Account	Definition
Categorised net revenue	Configured in Reporting Categories - allows categorisation of after tax recognised revenue to specific GL Codes
Uncategorised net revenue
Fee revenue	Funds received for online service fees
Funds received (cash)	Cash payments received
Funds received (credit card)	Credit card payments received, includes recurring billing payments
Funds received (bank transfer)	Bank Transfer payments marked as received
Funds received (cheque)	Cheque payments marked as received
Funds received (eftpos)	Eftpos payments marked as received
Funds received (other)	Other sources of funds that were not cash, cheque, transfer or credit card
Vouchers redeemed and third party payments	Value of vouchers redeemed and payments processed by third parties
Deferred revenue (other)	Deferred revenue movements for bookings made via third-party integrations (Channel partners, Redeem etc). Credit entries (negative amounts on the Xero export) represent future bookings made via these integrations, which are yet to be redeemed. Debit entries (positive amounts on the Xero export) represent redemptions (check-ins) of those bookings, at which point the revenue becomes recognised.
Deferred revenue (gift cards)	Increases for purchases of gift cards and decreases for redemptions of gift cards.
Gift Card discounts	Gift card discounts
Deferred revenue (bookings)	Increases for deposit payments or other payments in advance. Decreases from these payments being recognised.
Accounts receivable	Increases for amounts owing on recognized bookings. Decreases for payments against bookings already recognised.
Tax payable	Tax on recognised revenue
Gratuity payout	Gratuity (tips) paid to staff
Cash over/short	Difference in expected cash and counted cash across POS till sessions
Rounding	Account used to balance the report in cases of rounding issues or other imbalances

Step 3: Map tax rates

Use this section to ensure each ROLLER tax rate is correctly mapped to a Xero tax name (mapped to each account above).

ROLLER Tax Rate	Amount (%)	Map to Xero tax name
Tax	10	GST on Income
BAS Excluded	0	BAS Excluded

For US venues: You may have multiple local tax rates (eg state, city, or county). The name must match exactly for Xero to apply the tax during import.

Step 4: (Optional) Add tracking categories

If you use tracking categories in Xero (eg venue, region), you can assign those here:

Category name	Option
Venue	Cloudbound Brisbane
Venue	Cloubound Sydney
Venue	Cloudbound Melbourne

These values appear in the export so you can filter journals in Xero.

Step 5: Confirm date format settings

Choose the date format required by your Xero region (eg DD/MM/YYYY for AU/UK, MM/DD/YYYY for US)

Step 6: Download the Xero Export

From Venue Manager, go to Reports > All reports > Xero Export
Select Alert me when complete, then download the file
In Xero, go to Accounting > Manual Journals > Import and upload it

The journal may look unbalanced in Excel. Xero applies tax during import based on your tax mapping, so it will balance afterward if everything is configured correctly.

Common issues and tips

Do all Account Code values match your Xero GL codes?

Open the file in Excel and check that every Account Code value exactly matches your Xero Chart of Accounts.

Are tax rate names spelled correctly and mapped?

Make sure that each tax rate name in the journal file matches exactly with the corresponding tax name in Xero.

Does each day's entries sum to zero after tax is applied?

Review the journal to confirm that all debits and credits balance daily once Xero applies the mapped tax rates.

Missing tax?

Check that all taxable lines have a tax rate selected and that each rate is correctly mapped to a Xero tax name.

Too many rows to import?

Try exporting a shorter date range, such as two 2-week reports instead of one full month.

"Rounding" amounts too high?

Make sure "Vouchers redeemed & third party payments" and "Deferred revenue (other)" are mapped to prevent misallocation.

Using the cash accounting export?

Expect fewer line items in the export since deferred revenue isn’t included. This is ideal for cash-basis accounting.

Need help with mappings?

Reach out to your bookkeeper to double-check your mappings and import configuration and then the ROLLER support team.