Xero Integration

Connect your Xero organisation to Camper BMS and each day's payments, refunds and GST post to Xero automatically as a single journal - grouped by GST treatment, with one clearing account you reconcile your gateway payouts against.

What It Does

Each morning after 2am (your park's time), Camper BMS closes the previous day and posts one manual journal to Xero for it. The journal credits your sales account with the day's takings split by GST treatment (standard GST, GST-free, Division 87 and so on), and debits your clearing account with the same total, split by how the money was taken - card, direct debit, or payments marked as paid manually. Days with no payments or refunds post nothing.

The integration supports organisations that account for GST on a cash basis only, and Australian Xero organisations using AUD.

Cost

The Xero integration is an optional add-on, charged separately from your booking and lease fees. Each daily summary posted to Xero costs $0.20, added to your monthly invoice alongside your bookings and leases.

• A day that posts nothing is not charged. That includes days with no payments or refunds, and days where every payment was $0.

• A day that fails to post is not charged. When it posts on a later retry it is charged once, not once per attempt.

• An adjustment journal for an already-posted day is a separate summary and is charged.

For example, a park that posts on 28 days of a month is charged 28 x $0.20 = $5.60 on that month's invoice.

Where to Find It

Navigate to Integrations > Accounting from the main navigation and click Set up on the Xero card. If you don't see Accounting in the sidebar, it may be hidden under Settings > Navigation, or your role may not include integration permissions.

Step 1 - Connect and Choose Your Organisation

1. Connect - click Connect to Xero. You are sent to Xero to approve the connection, then returned to Camper BMS.

2. Choose your organisation - pick the Xero organisation this park should post to. Only Australian organisations using AUD can be selected.

3. Read and tick the acknowledgement - it sets out the $0.20 per summary fee, what the integration does, and what remains your responsibility. Use this organisation stays disabled until the box is ticked.

Step 2 - Choose Your Accounts

Your Xero chart of accounts loads automatically. Choose two accounts:

• Daily sales account - the revenue account each daily summary credits. For example, 200 - Sales.

• Payment clearing account - a current asset account that holds each day's payments until you match them to your gateway payouts. If you don't have one, click Create the clearing account in Xero and Camper BMS creates one named "Camper BMS Clearing" and selects it for you.

Click Continue.

Step 3 - GST Rates

1. GST accounting basis - confirm your organisation accounts for GST on a cash basis. If you account on an accruals (non-cash) basis, the integration is not available - contact support@camperbms.com.

2. Applied automatically - the standard 10%, GST-free, input taxed and BAS excluded rates are matched to your Xero rates for you. The screen shows exactly which Xero rate each treatment will post with - for example, standard sales post with GST on Income (10%). Utility invoices for metered sites post with the GST treatment you chose when you set each utility's rate: a rate saved with Standard GST posts with GST on Income, and one saved as GST-free posts with GST Free Income.

3. Division 87 tax rate - shown only if your park applies the long-stay concession. Select the 5.5% rate from your Xero organisation. If Xero has no 5.5% rate yet, ask your accountant to add a 5.5% sales tax rate in Xero, then click Refresh from Xero and select it.

4. Click Save setup. The first summary, for the day before, posts within about an hour. After that, each day posts the following morning.

What Posts Each Day

Each journal is dated to its business day and carries a reference like [CBMS-12847-2026-10-05-1] in the narration, plus a link back to the matching daily summary page in Camper BMS. Open Integrations > Accounting > Xero > View daily summaries to see every posted day and the individual payments behind its totals.

• Refunds post as negative lines against the same accounts.

• A day where every payment was $0, such as a fully discounted booking, shows as No journal needed - there is nothing to post.

• A payment recorded late for an already-posted day posts as a separate adjustment journal for that day, so the original journal is never altered.

• If a payment is later reversed - for example a failed direct debit - a correction line is included in the next day's journal.

Reconciling in Xero

When your payment gateway pays out, match the payout and its fees against the clearing account in Xero. The clearing account's balance is money recorded as taken that has not yet been matched to a deposit - each debit line names the stream it came from, so a stubborn balance shows you where to look.

When a Day Cannot Post

A day that cannot post is held and retried automatically about an hour later. The Xero page shows the reason, and the dashboard shows a warning while any day is held. You can dismiss the warning, and it returns if another day is held. If the cause is something you can fix, such as a missing 5.5% rate, the account owner is also emailed the date and the reason. Common causes:

• No 5.5% rate selected - the day includes Division 87 sales. Ask your accountant to add a 5.5% sales tax rate in Xero, then refresh the setup, select it and save.

• An account or rate was archived in Xero - click Refresh from Xero, reselect, and save. The held day posts on its next retry.

If a posted journal is later voided or deleted in Xero, the daily summaries list marks that day Voided in Xero so it doesn't silently read as posted.

If a day still has not posted after five attempts, it is marked Needs attention and retries stop. The account owner is emailed the date and the reason. Once the problem is fixed, open Edit setup and click Save setup - every held day is tried again on the next run.

If Xero access is removed - for example, someone disconnects Camper BMS from the connected apps in Xero, or the connection goes unused for 60 days - daily summaries stop and the Xero page shows Daily summaries have stopped. The account owner is emailed a link to connect again.

What Is Not Included

• Your bank account, bank feeds, and your gateway's fees and payouts - Camper BMS cannot see them.

• Sales taken outside Camper BMS, and anything entered directly into Xero.

• Earlier history - the first summary covers the day before you completed setup, and days before that are not back-filled.

• Chargebacks and refunds made outside Camper BMS are reflected only when your payment gateway notifies Camper BMS.

Disconnecting

Click Disconnect from Xero on the Xero page. Camper BMS removes its access and stops posting; journals already in Xero are not changed. No further summaries are posted, so no further charges accrue. If you reconnect later, posting resumes from the day before reconnection - the gap is not replayed.