How to use tracking categories in Kindo

How to use tracking categories in Kindo


This article shows you how to set up and use tracking categories in Kindo, and how to apply tracking codes to payable items so they flow through correctly for reporting.

If you're new to tracking, start with: What are tracking categories and codes?

Before you start

Before setting anything up in Kindo, check how tracking is configured in your accounting software.

Finding your tracking categories in Xero

  1. In Xero, go to Settings → Tracking categories
  2. You'll see your tracking category names and all the codes (options) under each category
  3. This is where you can copy the exact names to paste into Kindo

You'll need:
  • The tracking category name(s) used in your accounting system (e.g., "Faculty", "Activities")
  • The tracking codes under each category (e.g., "Admin", "Art Department", "Sports Department")
  • Confirmation of which tracking code should be used for each payable item

AlertImportant: Tracking categories and codes in Kindo must match your accounting software exactly (including spelling and spacing) for the integration to work correctly. We recommend copying and pasting names directly from Xero to avoid small mismatches.


Before creating categories

We can help you load your tracking categories, codes, and assign them to your existing payable items in bulk. This is much faster than adding them one by one, especially if you have lots of items to update.

Contact the Kindo support team before setting this up yourself - we'll work with you to get everything loaded efficiently.


If you prefer to set this up yourself - or if you only have a few:

Step 1: Add a tracking category

  1. Go to Settings → Accounting Settings
  2. Scroll to Tracking categories
  3. Select + Add a tracking category
  4. Paste the tracking category name exactly as it appears in your accounting system
  5. Save




Step 2: Add tracking codes

  1. In Tracking categories, click the pencil (edit) icon next to the category
  2. Select + Add a tracking code
  3. Paste each tracking code name exactly as it appears in your accounting system
  4. Repeat until all codes are added

From this screen you can also:

  • Rename the tracking category
  • Rename tracking codes
  • Delete tracking codes


Step 3: Apply tracking codes to payable items

Tracking is applied per payable item.

  1. Go to Payable catalogue
  2. Create a new item or edit an existing one
  3. In the Accounting section:
    • Select the GL Code
    • Choose the correct tracking code from the dropdown
  4. Save and Publish

Step 4: View tracking in the Payable catalogue

Once applied:
  • Your tracking category appears as a column in the Payable catalogue
  • Each item shows its assigned tracking code



Making changes later

Change tracking on an item: Edit the item → update the tracking code → save and publish

Rename categories or codes: Update names in Settings → Accounting Settings → Tracking categories. Remember to keep names aligned with your accounting system.

Remove a tracking code: Codes can be deleted from the Edit tracking category screen.

IdeaTip: If a code has been used previously, consider renaming it instead of deleting it to preserve historical data and keep connected to any payment request items.


Key things to remember


  • Tracking categories in Kindo should mirror the naming and setup in your accounting software
  • Copy and paste names to ensure accuracy
  • Tracking is optional per item
  • All payments for an item follow the tracking applied to that item


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