Creating, viewing and approving a draft invoice for Xero

Creating, viewing and approving a draft invoice for Xero

Once the initial setup of your Xero integration is complete, you can create and manage your weekly or daily draft invoices from the Xero tab in Kindo.

WarningSkipping the next step may cause your General Ledger to be out of balance.

Reconciling credits from your School Management System

If your school is bringing over family credit balances from your current School Management System, a journal needs to be completed in your accounting system first. This keeps the Kindo Clearing Account balanced from the outset and avoids reconciliation difficulties later on.

This step is for your school's accountant. 

The journal has two parts:

  1. Debit the credits held in the School Management System, then credit the corresponding amount to a Holding Account in your accounting system. This moves the funds out of the School Management System and into your accounting system.
  2. Debit the Holding Account, then credit the Kindo Clearing Account. This completes the reconciliation and brings all accounts back into balance.

Important: Create the draft invoice from Kindo
When using Xero Rapid Integration, invoices are created from the Xero tab in Kindo. This sends the invoice to Xero as a draft.

Creating a draft invoice for Xero

  1. Log in to the Shop Site

  2. Select the Xero tab from the School Admin home page.

  3. Select Connect to Xero.

  4. For the time period you want to create an invoice for, select Create in Xero.
A draft invoice for the selected period will be created in Xero.

Viewing and approving a draft invoice in Xero

Once the draft invoice has been created, go to Business (or Sales), then Invoices, and open the Draft tab to review and approve it. 





Important notes
  1. The GST is applied by Xero, not Kindo. The GST option selected in Kindo only controls whether GST is shown on the purchaser's receipt.

  1. GL codes must match between Kindo and Xero.

  2. If a GL code does not match, you can update it directly in the draft invoice in Xero.

  3. If manual updates are required, update the GL code in the Payable Catalogue in Kindo to prevent future mismatches.

  4. Each invoice line will always show a quantity of 1.00.

  5. The unit price shows the total amount for that ledger code.
You can check the invoice total against your weekly or daily Kindo reports, or reconcile it directly to the bank deposit.
If you have more than one invoice for the same time period, all invoices can be reconciled in Xero against the single Kindo deposit.

Once you have reviewed the draft invoice and confirmed the details are correct, approve the invoice in Xero.


Related articles
  1. Xero Rapid Integration and Kindo
  2. Xero reconciliation and troubleshooting




    • Related Articles

    • Xero Rapid Integration with Kindo - Overview

      Xero Rapid Integration lets Kindo create a correctly coded draft invoice in Xero for your Kindo payments — in just a few clicks. It’s available to all Kindo customers who use Xero. What does Xero Rapid Integration do? Instead of reconciling hundreds ...

    • Xero reconciliation and troubleshooting

      Xero questions come up quite often, particularly for new users, so we've gathered the common ones and their answers here, covering setup, invoicing, GL codes and reconciliation — to help you find what you need quickly. Getting access to the Xero ...

    • Xero Rapid Integration - How to process a negative invoice

      When using Kindo’s Xero Rapid Integration, you may occasionally receive a negative invoice. This happens when refunds and external (POS) payments recorded in Kindo exceed payments collected through Kindo during a weekly period. Because Xero does not ...

    • Initial setup for Xero Rapid Integration

      Request access To request access, email helpdesk@kindo.co.nz. The team will reply with a few quick questions and let you know when setup is complete. Once enabled: A Xero tab will appear in your Kindo admin menu You'll receive a confirmation email ...

    • Why do I have a negative invoice from Kindo?

      A negative invoice from Kindo is expected in certain situations and helps ensure your financial reporting remains accurate. A negative invoice occurs when refunds and external (POS) payments recorded in Kindo exceed the payments collected through ...