"A Stripe deposit lands on the bank feed and there's nothing to match it to."
A payout is takings less fees less refunds, dropped in as one figure. Code the whole line to income and your turnover is overstated while the fees never surface.
BoldBellowsXero bookkeeping for self-hosted WooCommerce
WooCommerce to Xero, wired so each gateway payout matches on the bank rec
Our WooCommerce to Xero integration posts each day's takings, gateway processing fees, refunds and the GST, VAT or BAS you charged straight into Xero, then lands every Stripe, PayPal or WooPayments payout as a single statement line that matches in one click on the Reconcile screen. The clearing account empties to zero, your return lines up with WooCommerce, and there's no monthly connector to rent. We read your store over read-only API keys, prove it on a real month against your WooCommerce reports, and leave you owning the whole thing.
View Pricing
From $795, paid once.
No connector subscription.
- Made for UK, Australian and New Zealand Xero files for WooCommerce to Xero
- Read-only API keys, we look but never touch your store
- GST, VAT and BAS on your own Xero tax rates with WooCommerce to Xero
The guarantees behind a BoldBellows WooCommerce to Xero build
- Every Xero planUK, Australian and New Zealand organisations
- Read-only API keysWe view orders, we never touch your store
- One statement lineEach payout matches on the Reconcile screen
- GST, VAT and BASCoded to your own Xero tax rates
- One-off from $795You own the store and the books outright
01The Reconcile-screen problem
The gateway deposit won't match in Xero
WooCommerce runs the checkout on your own server, and Stripe, PayPal and WooPayments each settle to the bank on their own clock. Turning those orders into a clean WooCommerce Xero reconciliation, where the deposit on your bank feed matches something real in Xero, is a separate craft. Recognise any of these?
"My clearing account carries a balance that never goes away."
Miss a few gateway fees or a late refund and the clearing account drifts. Come BAS or return time, nobody trusts the balance it's holding.
"The VAT or GST return doesn't tie to WooCommerce."
Post the tax to a catch-all rate and your return parts ways with the WooCommerce tax report, which is awkward now the tax office is fed platform sales data directly.
The real cost isn't the ten minutes spent unpicking one payout. It's signing a GST or VAT return you can't fully stand behind, and books the partner quietly re-does before sign-off.
Same store, same Xero organisation. What changes is whether the statement line matches with one click, and whether the clearing account reads zero afterwards.
Before
- Payout dropped in as one line, fees and refunds hidden for WooCommerce to Xero
- A clearing account that carries a balance for months
- GST or VAT on a catch-all rate, or nowhere at all
- Each gateway picked apart by hand on the Reconcile tab
After
- Every payout broken into sales, fees, refunds and tax with WooCommerce to Xero
- A clearing account that reads zero after each payout
- GST or VAT on the right rate, tying to your return with WooCommerce to Xero
- A green OK to match on the Xero Reconcile screen with WooCommerce to Xero
02How it works
We sync WooCommerce orders to Xero in three plain-spoken parts
One direction, three parts. We read from WooCommerce over the REST API, break each gateway payout into the entries a Xero bookkeeper would expect, and write them into your organisation against your own tax rates and chart of accounts. Nothing is ever written back to WooCommerce, and your store and ledger are left exactly as they were.
Three things Xero bookkeepers ask us
- Older orders. Because WooCommerce is self-hosted you own every order in your own database, with no 60-day cut-off. Your full trading history can land in Xero and be reconciled.
- The right rate. We match your WooCommerce tax settings to your Xero tax rates, UK VAT (Making Tax Digital ready), Australian or New Zealand GST, so this WooCommerce Xero tax sync feeds the return, not a catch-all code.
- Missed changes. WP-Cron only fires when someone visits the site, so a quiet day can skip a job. We run the re-check on a real scheduler, so a late refund or an edited order is never left off.
03Inside your Xero
What a WooCommerce Xero accounting sync writes, line by line
Bank-Reconciled adds a clearing account per gateway and per-order detail. Any Xero mapping can be tuned during your rounds of changes.
Tidy LedgerBank-ReconciledFull Set
Sales income Tidy Ledger
Takings net of coupons, posted daily or per order, so turnover in Xero is right from month one.
Gateway fees Tidy Ledger
Stripe, PayPal and WooPayments fees on a bank-charges account of their own, so the partner sees them on the P&L.
GST or VAT Tidy Ledger
Tax you charged coded to the right Xero rate, so this WooCommerce Xero tax sync feeds your return, not a catch-all.
Clearing account Bank-Reconciled
One per gateway, holding each payout's takings until the deposit lands, then reading zero once you reconcile.
Refunds and returns Bank-Reconciled
Full and partial refunds dated the day WooCommerce issued them, inside the payout that carried them.
Cost of goods Full Set
Cost of sales and a stock journal, so gross margin in Xero reflects what each WooCommerce order truly cost.
More than one currency Full Set
Overseas orders converted into your base currency, with realised gains and losses, on a Xero plan that allows it, on the WooCommerce to Xero route.
Tracking categories Full Set
Takings tagged by store, channel or region, so a scaling brand reads each part of the business apart.
04Who it's for
For the people who sign off the return
When the gateway deposit on the bank feed refuses to reconcile, a proper WooCommerce Xero integration hands that hour back. This is WooCommerce Xero bookkeeping built for UK, Australian and New Zealand practices and their clients.
Bookkeepers
Payouts that match on the Reconcile screen and a clearing account that clears, so a client's month-end is a review rather than a rebuild.
Accounting practices
A setup you can repeat across every WooCommerce client, wired to the Xero tax rates and chart of accounts your practice already runs.
Founders and finance leads
Numbers you can trust on the first of the month, and a GST, VAT or BAS return that already agrees with WooCommerce.
Cross-border sellers
Orders in several currencies converted into your base currency, with tracking categories to keep each store or region apart, for this WooCommerce to Xero route.
05Compare
Four routes from WooCommerce into Xero, weighed up
Each route posts something. The gap shows at return time, when the gateway payout has to match on the bank rec and the GST or VAT has to tie to what you file.
| What matters | Hand-keyed | Free connected app | Subscription connector | BoldBellows build |
|---|---|---|---|---|
| Payout matches on the bank rec | NoYou split it by hand | PartlyDaily summary, you build the clearing | YesInside its own structure | YesOne statement line, clearing at zero |
| GST or VAT on the right rate | NoEasy to miscode | PartlyBasic rate mapping | YesIf you set the rules | YesYour Xero rates, tied to the return |
| Fees and refunds broken out | NoOnly if you remember | PartlySome, its own way | YesOn its own accounts | YesEvery payout, on named accounts |
| Cost of sales and stock | NoWorked out later | NoNot handled | Add-onTop tiers only | YesJournal in the Full Set of Books |
| Cost over time | TimeFree, but hours a month | CappedFree to a low order count | MonthlyA fee that climbs with orders | OnceOne-off price from $795 |
| Who holds the keys | YouIn your head and a workbook | VendorTheir app, their rules | VendorStops when you cancel | YouYour own store and Xero organisation |
You own the full history
WooCommerce keeps every order in your own database, so there's no 60-day window to work around. Earlier months load into Xero and reconcile just the same.
Currency in Xero
Trading in more than one currency needs a higher-tier Xero plan, on the WooCommerce to Xero route.
Where each route fits. A free connected app suits a small seller, but you still design the clearing account, the tax rates and the bank rec yourself, and a subscription connector bills every month as orders climb. A WooCommerce to Xero Zapier build fires one event at a time and rarely squares a payout. WooCommerce to QuickBooks automation is the better fit, and if you only want a live reporting workbook, look at our for WooCommerce to Xero WooCommerce to Google Sheets automation.
PricingClear, one-off packages
Reconcile the payout in one click
Our WooCommerce Xero automation opens at $795, paid once, and the whole build is yours to keep.
View Pricing
Pricing
Build your WooCommerce to Xero price
Choose a package, answer five quick questions about how the books are kept, and your price and go-live date move as you pick. Nothing is added unless you turn it on, and every extra switches off again in a click.
06The process
Six steps to a Xero file that squares itself
On a tight deadline?
Tell us about the books
A quick online form.
Generate a read-only key
In WooCommerce you create a REST API key with Read permission and connect your Xero organisation, roughly a ten-minute job with our written instructions beside you. Your bank login stays with you.
We wire the mapping and clearing
We build the accounts, the tax rates, a clearing account per gateway and, if you want one, a daily summary WooCommerce Xero invoice, then rebuild whatever history you asked for.
We prove it on a real month
Sales, fees, refunds and tax are tied back to your WooCommerce order and tax reports for the same dates, and we show each clearing account landing at zero before you ever log in.
You and the partner check it
With WooCommerce to Xero in place, you open a genuine month in Xero with whoever signs off.
Handover
Premium handover notes as a PDF, covering every account, every tax rate and the month-end routine, in the WooCommerce to Xero route.
Your part: roughly ten minutes, no accounting-speak needed
- WordPress admin rights. Enough to mint a read-only WooCommerce REST key, or add us as a limited user if that's easier.
- Your Xero organisation, connected so we can post, plus a line on how you file GST, VAT or BAS.
- Your chart of accounts, and unit costs if you'd like cost of sales and gross margin in Xero.
07Security and ownership
The least access we can take, and a Xero file that's yours alone
Your WooCommerce database and your buyer list hold sensitive detail.
Read-only API keys
The consumer key we're given is scoped to Read access alone. It pulls orders, fees and payouts and nothing more — it has no way to touch your store, your products or your pricing.
Buyer data your call
WooCommerce customer names and email addresses can be dropped from Xero altogether, or masked, so the ledger carries figures instead of contact records.
Your bank is off-limits
For WooCommerce to Xero, we write entries into Xero; we never link to your bank or move a penny.
Revoke it whenever
Delete the API key in WooCommerce or disconnect Xero and our access ends that second. Nothing lingers, and there's no app-store account to close.
We keep no copy
The sync moves figures from WooCommerce into your Xero and holds nothing of its own; your orders and ledger never rest on our servers.
Owned outright
The mapping and posting rules sit inside your own Xero organisation and your own hosting, and no recurring charge is needed to keep the ledger up to date.
08In their words
What BoldBellows clients say
Verified reviews from business owners who put BoldBellows automations to work every day, across accounting, reporting, sales, support and operations, for this WooCommerce to Xero route.
AI Accounting & Invoice Automation
BoldBellows automated our whole invoicing process: creating invoices, sending reminders and tracking payments.
Late payments dropped sharply, and our accounting team finally has time for strategy instead of repetitive admin. Worth every penny.
AI Data Entry & Reporting Automation
We used to spend hours collecting data and building weekly reports by hand. BoldBellows automated all of it.
The reports are clean, visual and easy to read, and our managers rely on them for quick decisions. Human error is gone and our numbers are more accurate across the board.
AI CRM Automation
Our CRM was barely used because updating it by hand was tedious. BoldBellows automated data entry, tagging, segmentation and follow-ups.
Now the CRM is always up to date and our campaigns are far more accurate. It improved our whole sales pipeline.
AI Chatbot & Customer Support
BoldBellows built an AI support chatbot for our online boutique, and it has changed how we run the business. We used to have two full-time staff answering the same questions all day. Now the AI handles order tracking, product recommendations and even refund requests on its own.
What surprised me most is how natural it sounds. Customers compliment the ‘agent’ without realizing it’s AI. Our support workload dropped by 75% and customer satisfaction went up dramatically.
AI Workflow Automation for Agencies
Running a digital agency with many clients was overwhelming. BoldBellows built one automation dashboard that tracks tasks, sends updates and creates client reports automatically.
Clients love the transparency and we love the time we get back. Productivity is up, and project delays have dropped to almost zero.
AI Automation Partner
BoldBellows is hands-down the best AI automation partner we’ve worked with. Their systems are fast, reliable and built around how our business actually works.
Every automation they’ve delivered, from customer service to content, runs flawlessly. We’ve saved time, cut costs and grown faster than we expected.
AI Lead Qualification & Sales Automation
Our sales team wasted hours chasing cold leads. BoldBellows built an AI lead-scoring system that reads behavior, email engagement and buying signals.
It filters out weak leads and sends personalized follow-ups automatically, so our team only talks to people who are ready to buy. Conversions rose 40% in the first month. It paid for itself straight away.
AI Customer Journey Automation
We wanted a smoother path from first contact to purchase. BoldBellows built an AI system that guides each customer there automatically.
It sends personalized messages, recommends products and follows up at just the right moment. Customer retention has improved dramatically.
AI E-commerce Listings Automation
BoldBellows automated our product listings. The AI writes descriptions, organizes photos and publishes listings across several marketplaces.
It even answers customer questions instantly. Our store looks more professional and sales have noticeably increased.
AI Content & Social Media Automation
Our marketing agency couldn’t keep up with content. BoldBellows set up an AI content engine that writes blog posts and captions and even designs our social media creatives.
It spots trends and suggests topics for us, so we stay ahead of competitors. We now produce three times the content with the same team, and engagement has soared. They didn’t just automate our workflow, they lifted our whole brand.
AI Video & Voice Automation
We publish product videos every week, and BoldBellows introduced us to AI video automation. The system writes the script, voices it and produces the finished video in minutes.
The quality is remarkable: professional voiceovers, clean visuals and smooth editing. Production time went from three days to under 30 minutes, and we scaled our video marketing without adding cost.
AI Email & Smart Inbox Management
Our inbox used to be chaos. BoldBellows built an AI email system that sorts messages, drafts replies and flags anything urgent.
It learns how we write and gets better every week. We reply faster and no longer miss important messages. It feels like having a personal assistant working around the clock.
AI Booking & Scheduling Automation
Our coaching business needed a better way to schedule. BoldBellows automated all of it: bookings, reminders, cancellations and follow-ups.
No-shows fell by 60% and clients enjoy how smooth it is. It feels personal, not robotic. One of the best upgrades we’ve made.
AI Translation & Localisation
When we expanded abroad we needed fast, accurate translations. BoldBellows built an AI translation system that turns our content into several languages instantly.
The translations read naturally and suit each culture. We now serve customers in five new countries without hiring translators. BoldBellows helped us go global.
AI HR & Recruitment Automation
Our HR team was drowning in applications. BoldBellows automated screening, skills-based filtering and interview scheduling.
It saves us hours every week and means we only interview qualified people. Hiring is now faster, better organized and more professional.
AI Document & Contract Automation
Onboarding was slow because we wrote every contract by hand. BoldBellows automated the lot: contracts, welcome emails and client setup.
What took 48 hours now takes under 10 minutes, and clients regularly tell us how professional it feels.
AI Social Comment & DM Automation
We get thousands of comments and messages every week. BoldBellows built an AI system that replies instantly, filters spam and surfaces the important ones.
Engagement is up and our page looks active around the clock. It’s like having a full social media team that never stops.
AI Voice Assistant
BoldBellows built a custom AI voice assistant for our customer hotline. It answers questions, books appointments and handles simple requests.
Customers love how fast it is, and our call-centre workload dropped dramatically. One of the smartest upgrades we’ve made.
09FAQ
WooCommerce to Xero questions, answered
The things WooCommerce sellers and their bookkeepers raise with us most often. Something not here?
A free app already connects WooCommerce to Xero. Why pay for a build?
A free connected app is a decent start for a small seller, but you still design the clearing account, the tax rates and the payout match yourself, and most free tiers stop at around 60 orders a month. We wire all of that around your organisation, code GST or VAT to the right Xero rate, prove it against WooCommerce, and you settle it once rather than renting it.
Will that gateway payout finally match on the Xero bank rec?
Yes — squaring that deposit is exactly what a proper WooCommerce Xero reconciliation sets out to do. Each payout's sales, fees and refunds pass through a clearing account, one per gateway, and the deposit lands as a transfer that empties it. On the Reconcile screen the statement line matches that transfer, the clearing reads zero, and the two agree to the penny.
How does GST or VAT get coded, and will my return tie to WooCommerce?
Because the figures come from real orders, your return agrees with the WooCommerce tax report, which counts now the tax office is fed platform sales data directly.
Can you post a WooCommerce Xero invoice per order, or just a daily total?
Either way. Prefer order-level records, or a Xero invoice per order for wholesale buyers? We post those, variations and coupons included.
Can you run a WooCommerce customers Xero payment sync too?
With order-level posting switched on, we can carry WooCommerce customers into Xero against their sales and tie each payment to the payout it came in on. If it's a full Xero contact record you're after rather than a ledger, our WooCommerce to HubSpot automation is the right home for customers.
Isn't a WooCommerce-to-Xero Zapier flow enough on its own?
A WooCommerce to Xero Zapier flow handles a single event per trigger and seldom balances a whole payout, because one payout nets off dozens of orders, fees and refunds at once. Every trigger can burn a Xero task too, so the running cost creeps up as order volume rises. We post balanced entries and show the clearing account landing at zero, which a one-event tool was never built for.
There are years of trading behind us. Can you rebuild it in Xero?
Yes, and WooCommerce makes it easier than a hosted platform: because the store is self-hosted, every order lives in your own database with no 60-day cut-off.
Is the data secure, and does it lock me into a monthly fee in the WooCommerce to Xero route?
We hold read-only API keys on WooCommerce, stay clear of your bank, and can mask or drop buyer detail. The mapping and posting rules live inside your own Xero organisation and your own hosting, so there's no subscription and nothing breaks if we part ways. This is WooCommerce Xero bookkeeping you keep for good.
Next stepA Xero file that squares itself
WooCommerce to Xero, matched and ready to file
Stop picking apart the gateway payout. Let a WooCommerce Xero accounting sync post your sales, fees, refunds and GST or VAT, match each deposit on the bank rec, and hand you a ledger you own.
- From $795, paid once
- Xero, UK, Australia and New Zealand
- Read-only API keys
- Payouts that match on the rec