How iwocaPay works with Xero
Link iwocaPay with Xero and automatically include a ‘pay with iwocaPay’ button on new Xero invoices straight from Xero. And all your iwocaPay payments will be reconciled for you.
You won’t need to create pay links in your iwocaPay dashboard and they’ll automatically appear here after your customers click the checkout button on your Xero invoice. Once an invoice is paid with iwocaPay it will be automatically recorded in Xero and updated in your iwocaPay dashboard.
Connecting your iwocaPay account to your Xero account
Step 1: Make sure you have everything ready in your Xero account
You'll need these two things set up in Xero to link with iwocaPay:
An invoice branding theme - if you haven't done this before here’s how to create and edit Xero invoice templates, you can change which branding theme is used as your default by following these steps.
A payment account linked to Xero - this needs to be a bank account or chart of accounts with payments enabled. Here’s how to add a bank account or a chart of accounts.
Step 2: Connecting your iwocaPay account to your Xero account
Once you’re ready head over to your iwocaPay dashboard and click ‘Integrations’ from the menu at the top of your dashboard, or just click here
Select Xero from the integration options, then tap the blue 'Connect' button
Read the short explanation on how we use your data then click 'Connect your Xero account'
You’ll be redirected to your Xero account to authorise the connection. To do that just log in if you aren’t already. Have more than one account? Select the one you want to use in the drop down.
Step 3: Confirm the Xero account you’d like your iwocaPay payments recorded in
Just pick the account you want from the drop down - or add a new one - and hit ‘confirm’.
Step 4: Choose the invoice branding theme
Pick the branding themes you’d like to add the ‘Pay by iwocaPay’ button to and hit ‘confirm’ - if you like you can add it to more than one.
Control your pricing when your customers use Pay Later to pay a Xero invoice
With iwocaPay you decide who foots the bill when your customers use Pay Later - find out how Pay Later pricing works here.
Your pricing set up is controlled by your Universal Pay Link
Head to the Pay Links page of your iwocaPay dashboard
Select Free for you or Free for your customers
Note: It’ll update for everyone who checks out from then on unless they already started check out (but didn’t finish it), they won’t get the updated pricing.
How to update your linked payment account or invoice branding theme
You can change which branding themes have iwocaPay on them in Xero or follow the steps below.
Here’s how to update your linked payment account or invoice branding themes from iwocaPay.
Head to the Integrations page in your iwocaPay dashboard
Select Xero then hit the 'Configure plugin' button in the top right
Scroll to the bottom and click 'I'd like to un-link Xero' to disconnect your account
Once you've disconnected, follow the steps above from the Integrations page in your iwocaPay dashboard and re-connect your account
You'll then be able to select a different payment account or add new branding themes linked to iwocaPay.
It'll remember which themes you previously linked, so you'll need to remove any you don't want.
If you don’t see the invoice theme you want hit ‘Add a theme in Xero’ to add it. Once it’s added into Xero you’ll be able to see it here in the drop down when you click the arrow.
Sending an invoice from Xero with an iwocaPay pay link button
Once you've connected iwocaPay to Xero you can automatically give your customers the option to pay with iwocaPay - powered by your Universal pay link.
Just use one of the branding themes you linked with your iwocaPay account
This adds iwocaPay as a payment option on your invoice using your Universal pay link settings. If you don’t want to add iwocaPay to an invoice, just use a different branding theme.
Setting due dates
You’ll need to set a due date for the invoice in Xero.
If you’d like to get paid up front, keep today's date as the due date - remember your customer will already get 30 days interest free to pay after they checkout with iwocaPay.
If you’d like to give your customer more time to pay, you can add the number of extra days you’d like to give them to your due date - your customer will be able to settle the invoice with iwocaPay on the due date and then get 30 days before their first payment on top.
Make sure you send an online version of your invoice
Otherwise your customer won’t be able to use the iwocaPay button. To do that, all you need to do is deselect the ‘include PDF attachment box’.
Other than that, just head to your Xero dashboard to create the invoice as usual. Here’s a quick video to show you how.
Editing your Xero email templates to include information about iwocaPay
Adding information to the email sent with your invoice
It’s important to give your customer a little information about iwocaPay when you send them an invoice using iwocaPay. To make it super easy it’s probably worth creating an ‘iwocaPay invoice’ email template in Xero.
Just follow these steps to edit or add email templates in your Xero account and add in the New invoice email template from your iwocaPay launch pack.
Adding information to follow up emails
We’ll follow up with your customers who sign up to iwocaPay - but if you’d like to follow up with them too you can set this up to run automatically in Xero.
Just follow these steps to set up or edit invoice reminders in your Xero account and copy the ‘Outstanding invoice’ email template from your iwocaPay launch pack.
How to disconnect your Xero account
You can disconnect your Xero account from your iwocaPay account from the Integrations page in your iwocaPay dashboard.
Go to the Xero app and then hit the Configure plugin button in the top right.
Scroll to the bottom and click 'I'd like to un-link Xero' to disconnect your account.
Once you disconnect it’ll remove iwocaPay as a payment option from all your invoices - even ones you’ve already sent out.
If you’d like to remove iwocaPay as an option from a specific invoice, just use a different branding theme that isn’t linked to iwocaPay or from your Xero account by following these steps.