Gymflow's Xero integration is designed to make your bookkeeping easier by automatically syncing payout data with Xero. Instead of manually figuring out what each deposit includes and when it occurred, Gymflow sends Xero detailed records that break everything down clearly and accurately.
What Problem Does It Solve?
When you receive a payout from Stripe via Gymflow, it often includes various components like:
Sales (memberships, credits, products)
Refunds
Payment Processing fees
These events usually happened on different days— not the same day as the deposit— which creates extra work for your bookkeeper to record correctly on the day they happened.
How The Xero Integration Makes It Easier
✅ Gymflow tells Xero exactly what each payout includes (charges, refunds, fees, etc.)
✅Each transaction is recorded in Xero on the day it actually occurred (accrual accounting)
✅ A clearing account is automatically created in Xero to temporarily hold and organize these transactions.
Here’s What Happens Behind the Scenes:
You receive a payout from Stripe.
Gymflow logs each part of that payout (charge, refund, fee) as a separate transaction in the Clearing Account in Xero, dated according to when the activity actually occurred.
When the payout lands in your bank account, a matching transfer is created in Xero from the Clearing Account to your Payout Bank Account to automatically reconcile the amount.
You can confirm everything is working correctly by checking the Clearing Account balance, which should always show as zero, because every entry has been matched.
What About Sales Tax?
Gymflow doesn’t apply tax rates itself. However:
If you’ve already set up sales tax settings for your accounts in Xero (like marking your revenue account as taxable), Xero will automatically apply the correct tax.
This means you stay in full control of how tax is handled, with no extra setup in Gymflow.
Please note that currently the integration does not support multi clubs using the same Xero organisation, support for this is in the works.