Integrating with Xero (Beta)
This guide explains how to set up the GameDay Xero integration so that you can record your settlements payouts instantaneously within your allocated ledgers in Xero.
If you want to test the integration first, we have included a section on how to set up a Xero demo company and start syncing settlement payouts there first.
What the Integration Does
The GameDay Xero integration automatically records your net settlement payouts in Xero as balanced journal entries, removing the need for manual data entry and simplifying reconciliation.
Before You Start
You will need an active Xero Account and Subscription, including an understanding of which ledgers within your Chart of Accounts you wish to record revenue processed through your GameDay organisation
Step 1: Create a Xero Demo Company (For Testing - Optional)
To safely test the integration, we recommend using a Xero demo organisation.
- Sign in to your Xero account
- From the organisation switcher, select Try the demo company
- If prompted, create a new demo organisation
- Ensure the demo company has:
- A Chart of Accounts
- At least one general ledger account suitable for revenue
- A clearing or holding account (can be created if needed)
This demo company will be used only for testing and will not affect your live accounting data.
Step 2: Connect GameDay to Xero
- Go to GameDay Marketplace
- Select Xero
- Click Connect
You will be taken to a consent page where you will be asked to agree to share data between GameDay and Xero
Tick the check-box if you agree, and select "Connect"
You will be surfaced with a Xero login screen where you can login to your Xero Organisation - this will complete the sync
Only Super Users can connect or manage the integration.
Step 3: Map Your Ledgers
You'll be re-directed and asked to select where settlement data should be recorded in Xero:
Product Type revenue accounts (minimum of 1 is required)
Used to categorise revenue (e.g. Memberships, Events) - these are default product types you assign to products when you created them in GameDay and need to be mapped to your designated Xero ledger (for more information on Product Types, click here)Default Ledger
If you sell product types that have not yet been assigned to a ledger in Xero, we will default the settlements to this ledger
Settlement Clearing Account (required)
Used to balance each journal entry and reconcile payouts in your Xero accountSave these settings
⚠️ Important Rules:
The Xero Account Ledgers you select must have a code (e.g. 200, 441, 3423)
You must select a compatible account type in Xero, see the below for reference:
| Type | When to pick |
|---|---|
| Revenue | For income-side mappings; Registrations, Membership, Merchandise, etc |
| Sales | Alternative for revenue-side mappings |
| Other Income | Miscellaneous income (e.g. default) |
| Current liability / liability | Good for auto-balancing (a "clearing" or "suspense") |
| Equity | Also works for auto-balancing if preferred |
Do not pick the following:
| Type | Why |
|---|---|
| Bank | Xero doesn't allow manual journals to bank accounts |
| Current Asset | Requires a contact - can't be used for journals |
| Current Liability (System) | Same as above on system generated ones e.g. Accounts Payable |
| Fixed Asset, Inventory | Technically allowed but not suitable for payout journaling |
Frequently Ask Questions:
How are settlements recorded?
GameDay records net settlement amounts only, meaning:
Revenue recorded in Xero equals the amount paid to your organisation
Processing fees are excluded
Journals always balance and reconcile to your settlement payouts
No additional configuration is required for this step.
How often are my settlements synced with Xero?
Settlement payouts are synced automatically via a daily batch process
Each settlement is posted once to prevent duplicates
The latest sync attempts and statuses are visible in the Xero integration screen
Can I change which Xero organisation I'm sending settlements
to?
You can, but you need to contact our support team to help which you can
do here - https://support.mygameday.app/help/contact-feedback
