Files for Xero, QuickBooks and FreeAgent

Download your bookings as invoices for Xero or QuickBooks, or card payments for FreeAgent, and import them.

Updated

If you use Xero, QuickBooks or FreeAgent, PootlrHost can give you a file to import, so you don’t have to type your bookings in. You’ll find them on Reports, under For your accountant › For your accounting software.

Downloading a file

  1. Go to Reports and scroll to For your accountant.
  2. Choose the Tax year: the current or last UK tax year (6 April to 5 April).
  3. For Xero, check the Xero sales account code. It’s 200 unless you change it.
  4. Tick I’m VAT registered (prices include 20% VAT) if you are.
  5. Tap the file you need: Xero: sales invoices, QuickBooks: invoices or FreeAgent: card payments.

Only the owner and managers can download these files.

What’s in the Xero and QuickBooks files

Each direct stay arriving in the tax year becomes an invoice, if it’s confirmed, checked in or checked out. The invoice number is the booking reference, and it has a line for:

  • the stay, after any discount
  • each extra and event ticket
  • your own service fee, if you charge one

Together the lines add up to what the guest paid you. Each invoice is dated the day the booking was made, and is due when the balance is (or on arrival).

Left out: stays from other booking sites (those sites take the guest’s money), cancelled stays, and PootlrHost’s £1 booking fee, which isn’t your income. See Service fees and the £1 booking fee.

If you ticked VAT registered, lines are marked as 20% VAT (“20% (VAT on Income)” in Xero, “20.0% S” in QuickBooks), with VAT included in the amounts. If not, they’re marked “No VAT”.

Importing into Xero

In Xero, go to Sales › Invoices › Import and upload the file. The invoices come in as drafts for you to approve.

Importing into QuickBooks

In QuickBooks, go to Settings › Import data › Invoices, upload the file and match the columns. QuickBooks takes 100 invoices a file, so for a busy year you’ll need to split the file into smaller ones before importing.

Importing into FreeAgent

The FreeAgent file is different: it lists the card payments and refunds taken through PootlrHost in the tax year, as a bank statement. Refunds show as minus amounts. Import it into a bank account called “Stripe” in FreeAgent. Cash and bank transfers aren’t in it, as they’re already on your own bank statement.

Good to know

  • Check the files with your accountant the first time, especially the account code and VAT settings.
  • For a plain spreadsheet of every booking in the tax year, tap Download and the tax year under For your accountant. See Reports.
  • The files are always on Reports, whether Insights is switched on or off in Settings › Features.