Connect Xero to Cademy to keep your accounting up to date automatically. Once connected, Cademy creates an invoice in Xero for every invoice it issues, records payments against them, and keeps corrections in sync - including credit notes and voided invoices.
The Xero integration is available on the Teams plan.
What syncs automatically
Invoices - every invoice Cademy issues is created in Xero. If an order is split into one invoice per course, each Cademy invoice becomes its own Xero invoice.
Invoice numbers - the Xero invoice number syncs back to Cademy and becomes the reference shown across Cademy: on the order, in invoice lists, in emails to your customer, and on the PDF. Cademy's own internal number stays visible in the invoice panel, labelled Cademy Reference. Cademy also sends your booking or order code (or PO reference) to Xero's reference field, so you can trace an invoice from either side.
Payments - payments collected or recorded in Cademy are added to the matching Xero invoice, so its status in Xero updates as it is paid. Partial payments sync at their actual amounts.
Credit notes - when Cademy issues a credit note (for example after an order change, a cancellation, or a manual credit), a matching credit note is created in Xero and allocated against the right invoice. Cancellation credit notes keep the original course name on the line, with attendees listed as zero-value lines.
Voided invoices - when an unpaid invoice is voided in Cademy (for example when an order is edited and the invoice is reissued), the Xero invoice is voided too. Invoices that already have payments in Xero are never voided automatically.
Applied credit - if you apply a customer's credit to an invoice in Cademy, the same allocation is made in Xero; removing the credit removes the allocation.
Syncing is safe to retry: if a sync is interrupted, Cademy will not create duplicate invoices or payments in Xero.
Connecting Xero
In the Cademy Admin, go to Apps → Xero.
Click the Install button.
You will be redirected to Xero to authorise the connection and complete the installation.
Once you authorise the connection, you will be redirected back to Cademy.
If your Xero login has access to more than one organisation, Cademy will ask you to Select Xero Organization before finishing.
Invoice line items default to account code 200, and payment accounts can be configured after connecting Xero.
Connecting more than one Xero account
You can connect several Xero accounts and choose one as the default. On the Xero app page, use Connect Another Xero Account. Each connected account appears in the Connected Xero Accounts list with a Default or Connected badge. Use the cog menu on any account to Configure, Set as Default, or Remove it.
Configuring an account
Open the cog menu next to a connected account and choose Configure. The settings are:
Account Name - a friendly name to identify this Xero account.
Account Code for Invoices - the account code used for invoice line items (defaults to 200).
Default Payment Account - used for syncing payment transactions and marking invoices as Paid in Xero. Defaults to the Account Code for Invoices if left blank.
Card Payments Account - used when syncing payments to Xero for Stripe, PayPal, or Klarna transactions.
Default PO / Reference Value - used when no PO / reference is provided on a booking or order in Cademy. If left blank, Cademy will send the Cademy booking / order code.
Invoice Status - the default status for newly created invoices in Xero: the Xero default, Draft, Submitted, or Authorised.
Invoice Template - the Xero branding theme to apply to invoices created by Cademy.
Using a different Xero account or settings for one course
Each course can override your default Xero setup. Go to the course's Settings → Payments and find the Xero Integration section:
Xero Account - choose which connected account this course should use, or leave it on Use Default Xero Account & Settings.
Sync invoices and payments automatically to this Xero account - turn this off if you don't want this course's invoices and payments sent to Xero.
When a specific account is selected, you can also override the account code, invoice status, invoice template, and PO / reference for this course. Anything left blank falls back to the account's own settings.
Refunding payments that were made outside Cademy
Refunds are only processed automatically for Stripe and PayPal payments. For payments recorded against Xero (or any other manual method), Cademy records the refund and creates the matching credit note in Xero - but you move the money yourself. The refund dialog makes this clear: manual destinations are shown with "you move this money yourself" next to the amount.
Finding an invoice in Xero
Wherever a synced invoice appears in Cademy, the Xero logo next to it is a View in Xero link that opens the invoice directly in Xero.
Removing a Xero account
On the Xero app page, open the cog menu next to the account and choose Remove. This cannot be undone. If you remove your default account while others remain connected, the oldest remaining account automatically becomes the new default.